Free letter template · Word

Paid Leave Application

A paid leave application requests time off that will be paid in full from the employee's available leave balance, with no salary deduction. It is useful in companies that use a combined paid time off (PTO) bucket instead of separate casual and earned leave.

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[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:

[ ] Treat the shortfall of [Number] days as leave without pay
[ ] Adjust the shortfall against leave to be accrued in the coming months, if permitted by policy
[ ] Inform me before processing so that I can shorten my leave

I have discussed this leave with [Reporting Manager], and my work will be handled by [Colleague Name]. I will resume work on [DD/MM/YYYY].

Thank you.

Yours sincerely,

[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]

Approval and Payroll Note

Item	Entry
Paid days sanctioned	[Number]
Unpaid days (if any)	[Number]
Payroll month	[Month, Year]
Balance after leave	[Number]

Reporting Manager
[Reporting Manager]
Date: [Date]

HR / Payroll
[HR Name]
Date: [Date]

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What this template includes

Clear request for leave with pay
Dates and number of working days
Paid leave balance check
Request to treat any shortfall as specified (advance leave or LWP)
Payroll month affected
Approval and payroll acknowledgement

When to use it

Companies with a single PTO or paid leave pool
An employee wants written confirmation that leave will not cause a salary deduction
Leave around month-end when payroll treatment must be clear
New joiners checking whether they have accrued enough paid leave

How to customise this template

1Rename "paid leave" to PTO if that is the term in your policy
2Choose how a shortfall should be treated and delete the other option
3Add probation conditions if paid leave is restricted during probation
4Mention the payroll month so HR can process correctly

HR tips

Check the accrued balance before applying, especially in your first year
State clearly what should happen if the balance is short
Keep the approval until you see the payslip
HR should confirm in writing if any day will be unpaid

For HR & hiring managers

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Frequently asked questions

What is a paid leave application?+

It is a request for leave during which the employee continues to receive full salary, because the days are debited from their paid leave balance.

What happens if I do not have enough paid leave?+

Depending on the policy, the extra days may be treated as leave without pay or adjusted against future accrual. This application lets you state your preference for HR to consider.

Is paid leave allowed during probation?+

That depends on company policy. Some companies allow accrued paid leave during probation; others restrict it. Check your appointment letter and leave policy.

All 50 leave management →

[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

Form · Word

Leave Application Form

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[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
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[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
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[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
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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

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[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
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[Company Logo][Company Name]
APPLICATION FOR MATERNITY LEAVE
Date:
[Date]
To,
The HR Manager
[Company Name]
[Company Address]

Copy: [Reporting Manager]
Subject: Application for Maternity Leave
Dear [HR Name],
I am pleased to inform you that I am expecting a child, and my expected date of delivery is [DD/MM/YYYY], as per the enclosed certificate from [Doctor Name / Hospital Name].
I request maternity leave from [DD/MM/YYYY] to [DD/MM/YYYY], a total of [Number] weeks, in accordance with the maternity benefit provisions applicable to me and the company policy. Of this, I propose to take [Number] weeks before the expected date of delivery and the balance after delivery.
Letter · Word
Maternity Leave Application
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[Company Logo][Company Name]
PATERNITY LEAVE APPLICATION
Date:
[Date]
To,
[Reporting Manager]
[Department]
[Company Name]

Copy: HR Department
Subject: Application for Paternity Leave
Dear [Reporting Manager],
My wife / partner, [Spouse Name], is expecting our child, with the expected date of delivery on [DD/MM/YYYY] [/ delivered our child on DD/MM/YYYY]. I request paternity leave of [Number] days as provided under the company's paternity leave policy.
Leave requested: From [DD/MM/YYYY] To [DD/MM/YYYY]
[ ] Single block [ ] Split [Number] days from [DD/MM/YYYY] and [Number] days from [DD/MM/YYYY]
Additional earned leave requested [Number] days / None
Letter · Word
Paternity Leave Application
Download .docx

Leave requested: From [DD/MM/YYYY] To [DD/MM/YYYY]
[ ] Single block [ ] Split	[Number] days from [DD/MM/YYYY] and [Number] days from [DD/MM/YYYY]
Additional earned leave requested	[Number] days / None

Paid Leave Application

Preview of the letter

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

Approval and Payroll Note

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates