Free form template · Word

Leave Application Form

A leave application form is the standard one-page form an employee fills to apply for any type of leave. It captures the leave type, dates, reason, work handover and balance, and routes the request to the reporting manager and HR for a recorded decision.

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[Company Logo][Company Name]

LEAVE APPLICATION FORM

Company:: [Company Name]
Form No.:: [Reference Number]
Date of Application:: [Date]

Part A – Employee Details

Employee Name
Employee ID
Designation
Department
Reporting Manager
Work Location
Mobile Number

Part B – Leave Details

Type of Leave	[ ] Casual [ ] Sick [ ] Earned/Privilege [ ] Compensatory Off [ ] Leave Without Pay [ ] Other: [Specify]
From Date (DD/MM/YYYY)
To Date (DD/MM/YYYY)
Number of Working Days
Half Day	[ ] First Half [ ] Second Half [ ] Not Applicable
Reason for Leave
Address and Phone Number During Leave

Part C – Work Handover

Colleague Covering My Work
Pending Tasks / Deadlines Handed Over
Supporting Documents Attached (if any)

Declaration: I confirm that the information given above is correct. I will resume duty on [Date] and will inform my reporting manager in advance if any change is required. I understand that unauthorised absence beyond the sanctioned period may be treated as per the company leave policy.

Employee Signature
[Employee Name]
Date: [Date]

Part D – For Office Use

Leave Type	Opening Balance	Days Applied	Closing Balance
[Leave Type]	[Number]	[Number]	[Number]
[Leave Type]	[Number]	[Number]	[Number]

Recommendation of Reporting Manager	[ ] Recommended [ ] Not Recommended
Remarks
HR Decision	[ ] Sanctioned [ ] Sanctioned as LWP [ ] Rejected

Reporting Manager
[Reporting Manager]
Date: [Date]

HR Department
[HR Name]
Date: [Date]

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What this template includes

Employee identification (name, ID, department) so the form is traceable to the leave register
Leave type tick-boxes so one form covers every category in your policy
From/to dates and number of working days to avoid counting disputes
Contact details during leave for genuine emergencies
Work handover section naming the colleague who will cover
Balance verification by HR before the leave is sanctioned
Manager and HR approval with date for an audit trail

When to use it

Your company does not yet have an HRMS and needs a paper or Word-based leave process
You want one common form for casual, sick, earned and other leave types
Factory or site staff without system access need to apply for leave
Auditors or inspectors ask for documentary proof that leave was applied for and sanctioned

How to customise this template

1Replace the leave types with the exact categories and codes in your leave policy
2Add your company logo and address in the header of the Word file
3Set the approval chain (manager, HOD, HR) to match your approval matrix
4Add a line for supporting documents if your policy requires them for certain leave types
5Print on one page and keep blank copies at the security or HR desk for plant staff

HR tips

Ask employees to apply in advance for planned leave, with the notice period stated in your policy
Always record the balance before and after the leave on the form itself
Do not ask for personal medical details on a general form; use a separate medical certificate form
File approved forms month-wise so they match the attendance and payroll records

This template is a starting point only. Review it against applicable labour laws, the relevant state Shops & Establishments or Factories rules, the Labour Codes and their rules as notified, your standing orders and leave policy, and take legal advice where needed.

For HR & hiring managers

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Frequently asked questions

How do I write a leave application form for office use?+

List the employee details, leave type, dates, reason, contact during leave and handover, then add sections for balance verification and approval. This template already contains all these sections in Word.

Is a leave application form mandatory?+

Most organisations require written or system-based leave applications so that attendance, payroll and the leave register stay consistent. Check your standing orders and state rules for any prescribed format.

Can one form be used for all types of leave?+

Yes. A combined form with leave-type tick-boxes works for most small and mid-sized companies. Specialised leave such as maternity or sabbatical usually needs its own application with extra details.

All 50 leave management →

[Company Logo][Company Name]
LEAVE REQUEST FORM
Company:
[Company Name]
Request Date:
[Date]
Employee
Name [Employee Name]
Employee ID [Employee ID]
Team / Department [Department]
Shift (if applicable)
Manager [Reporting Manager]
Leave Requested
Leave Code From (DD/MM/YYYY) To (DD/MM/YYYY) Total Days
[CL/SL/EL/CO/LWP] [DD/MM/YYYY] [DD/MM/YYYY] [Number]
[Leave Code] [DD/MM/YYYY] [DD/MM/YYYY] [Number]
Purpose (brief)
Reachable on (phone / email)
Form · Word
Leave Request Form
Download .docx
Form · Word
Leave Approval Form
Download .docx
[Company Logo][Company Name]
CASUAL LEAVE APPLICATION
Date:
[Date]
To,
[Reporting Manager]
[Designation]
[Department]
[Company Name], [Work Location]
Subject: Application for Casual Leave on [DD/MM/YYYY] [to DD/MM/YYYY]
Dear Sir / Madam,
I request casual leave for [Number] day(s) on [DD/MM/YYYY] [to DD/MM/YYYY] to attend to [a personal matter / a family function / documentation work at a government office].
I have completed or handed over my pending work as follows:
Letter · Word
Casual Leave Application
Download .docx
[Company Logo][Company Name]
SICK LEAVE APPLICATION
Date:
[Date]
To,
[Reporting Manager]
[Department]
[Company Name]
Subject: Application for Sick Leave from [DD/MM/YYYY] to [DD/MM/YYYY]
Dear [Reporting Manager],
I was unwell with [fever / viral infection / a medical condition] from [DD/MM/YYYY] and, on the advice of my doctor, was unable to attend office. I had informed you by [phone / message / email] on [DD/MM/YYYY] at [Time].
I request that my absence from [DD/MM/YYYY] to [DD/MM/YYYY], a total of [Number] working days, be treated as sick leave.
Letter · Word
Sick Leave Application
Download .docx
[Company Logo][Company Name]
EARNED LEAVE APPLICATION
Date:
[Date]
To,
[Reporting Manager]
[Designation]
[Company Name]

Through: HR Department
Subject: Application for Earned Leave from [DD/MM/YYYY] to [DD/MM/YYYY]
Dear [Reporting Manager],
I wish to apply for earned leave of [Number] days from [DD/MM/YYYY] to [DD/MM/YYYY] for [a family vacation / a visit to my native place / personal commitments]. I request permission to [prefix / suffix] the holiday / weekly off on [DD/MM/YYYY] to this leave, as permitted under the leave policy.
Particulars Details
Earned leave balance as on date [Number] days
Leave applied [Number] days
Balance after leave [Number] days
Date of rejoining [DD/MM/YYYY]
Letter · Word
Earned Leave Application
Download .docx

Leave Code	From (DD/MM/YYYY)	To (DD/MM/YYYY)	Total Days
[CL/SL/EL/CO/LWP]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]
[Leave Code]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]

Purpose (brief)
Reachable on (phone / email)

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Work Location	[Work Location]

Leave Type Applied
Period Applied: From [DD/MM/YYYY] To [DD/MM/YYYY]
Days Applied

Particulars	Details
Earned leave balance as on date	[Number] days
Leave applied	[Number] days
Balance after leave	[Number] days
Date of rejoining	[DD/MM/YYYY]

[Company Logo][Company Name]

PRIVILEGE LEAVE APPLICATION FORM

Establishment:: [Company Name]
Unit / Plant:: [Work Location]
Application No.:: [Reference Number]
Date:: [Date]

A. Worker / Employee Details

Name	[Employee Name]
Token / Employee No.	[Employee ID]
Department / Section	[Department]
Designation / Grade	[Designation]
Shift	[ ] General [ ] A [ ] B [ ] C
Date of Joining	[Date of Joining]

B. Leave Applied

Period: From [DD/MM/YYYY] To [DD/MM/YYYY]
Number of days	[Number]
Holidays / weekly offs falling within the period	[Dates]
Purpose	[Purpose]
Address during leave	[Address]
Advance wages requested	[ ] Yes [ ] No

I request privilege leave for the above period. I will report for duty in my shift on [DD/MM/YYYY].

Form · Word

Privilege Leave Application

Download .docx

[Company Logo][Company Name]
APPLICATION FOR PAID LEAVE
Date:
[Date]
To,
The HR Department
[Company Name]
[Company Address]

Copy: [Reporting Manager]
Subject: Request for Paid Leave from [DD/MM/YYYY] to [DD/MM/YYYY]
Dear Sir / Madam,
I request paid leave of [Number] working days from [DD/MM/YYYY] to [DD/MM/YYYY] for [personal reasons / travel / family commitments]. As per my latest leave statement, my available paid leave balance is [Number] days.
I request that this leave be processed with full pay for the month of [Month, Year]. In case my balance is found to be insufficient, please:
Letter · Word
Paid Leave Application
Download .docx
[Company Logo][Company Name]
APPLICATION FOR LEAVE WITHOUT PAY
Date:
[Date]
To,
[Reporting Manager]
[Department], [Company Name]

Copy: HR Department
Subject: Request for Leave Without Pay from [DD/MM/YYYY] to [DD/MM/YYYY]
Dear [Reporting Manager],
I request leave without pay for [Number] days from [DD/MM/YYYY] to [DD/MM/YYYY]. I need this time because [brief reason, e.g. care of a family member / completion of a personal legal matter / relocation of my family].
I have checked my leave balances and confirm that my casual, sick and earned leave are [exhausted / not sufficient for this period]: CL [Number], SL [Number], EL [Number].
Letter · Word
Unpaid Leave Application
Download .docx

Leave Application Form

Preview of the form

Part A – Employee Details

Part B – Leave Details

Part C – Work Handover

Part D – For Office Use

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Employee

Leave Requested

Leave Request Form

1. Employee Details

2. Leave Applied For

3. Leave Sanctioned

Leave Approval Form

Subject: Application for Casual Leave on [DD/MM/YYYY] [to DD/MM/YYYY]

Casual Leave Application

Subject: Application for Sick Leave from [DD/MM/YYYY] to [DD/MM/YYYY]

Sick Leave Application

Subject: Application for Earned Leave from [DD/MM/YYYY] to [DD/MM/YYYY]

Earned Leave Application

A. Worker / Employee Details

B. Leave Applied

Privilege Leave Application

Subject: Request for Paid Leave from [DD/MM/YYYY] to [DD/MM/YYYY]

Paid Leave Application

Subject: Request for Leave Without Pay from [DD/MM/YYYY] to [DD/MM/YYYY]

Unpaid Leave Application

Leave Application Form

Preview of the form

Part A – Employee Details

Part B – Leave Details

Part C – Work Handover

Part D – For Office Use

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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