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Unpaid Leave Application

An unpaid leave application is written by an employee who needs time off after exhausting paid leave, or for a purpose not covered by paid leave. The employee accepts that salary will be deducted for the days and asks the company to keep their position open.

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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].

I understand that my salary will be deducted for the period of leave without pay as per the company policy. I would be grateful if HR could clarify the effect of this leave, if any, on my group medical insurance, provident fund contributions and other benefits.

Work handover: [Colleague Name] will handle [Responsibilities]. I have documented the status of my ongoing work in [Location / File].

I will rejoin on [DD/MM/YYYY]. If I need to change this date, I will inform you in writing before the leave ends. I request you to kindly consider and approve my application.

Yours sincerely,

[Employee Name]
Employee ID: [Employee ID]
[Designation]

Decision

[ ] LWP approved for [Number] days [ ] Approved for a shorter period	[Dates] [ ] Not approved
Benefits note from HR

Approving Authority
[Authorised Signatory]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Statement that paid leave balances are exhausted or not applicable
Specific dates and total unpaid days
Acknowledgement of salary deduction
Questions on benefits continuity (insurance, PF contributions) during LWP
Handover arrangement
Commitment to rejoin and notify any change

When to use it

All paid leave balances are exhausted but the employee must be away
Extended personal or family needs beyond policy limits
Probationers who are not yet eligible for certain paid leave
Short gaps between leave types, such as after maternity benefit ends

How to customise this template

1State your current balances honestly; HR will verify
2Ask about the effect on medical insurance and other benefits if the leave is long
3Attach supporting documents if the reason is medical or legal
4Copy HR so that payroll is aware early

HR tips

Apply in advance; unauthorised absence is treated very differently from approved LWP
Long LWP can affect continuous service calculations for some benefits; ask HR
Employers should apply LWP rules consistently across employees
Confirm the exact salary deduction method (calendar or working days) with payroll

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Frequently asked questions

How do I write an application for leave without pay?+

Explain that your paid leave is exhausted, state the dates and reason, accept that salary will be deducted, describe your handover and request approval. Address it to your manager with a copy to HR.

How is salary deducted for unpaid leave?+

Payroll usually deducts salary for each LWP day based on the method in the company policy, such as gross salary divided by the days in the month. Ask HR for the method used.

Can a company refuse unpaid leave?+

Yes. Leave without pay is generally at the employer's discretion. If refused and the employee stays absent, it may be treated as unauthorised absence under the 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
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
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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 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
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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
Download .docx
[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

Unpaid Leave Application

Preview of the letter

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

Decision

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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