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Leave Application Format: Samples for School, College and Office
Quick Work Studio · 2026-10-26
A leave application is a short formal letter asking for permission to be away. Schools, colleges and offices in India all expect roughly the same layout, so once you know the parts you can write one in a couple of minutes.
The format, part by part
- To: "To", then the person's title and the institution on separate lines (The Principal, [School name], [City]).
- Date: the day you write it.
- Subject: one line that says what you want, like "Application for sick leave".
- Salutation: "Respected Sir/Madam" for a school or college; "Dear [Name]" or "Dear Sir/Madam" at work.
- Body: who you are (name, class and section, or role), the reason in one or two sentences, and the exact dates.
- Closing: "Thanking you", then "Yours obediently" (school) or "Yours sincerely" / "Regards" (office), and your name.
Sample 1: sick leave to the principal
To The Principal, [School name], [City] Date: 27 October 2026 Subject: Application for sick leave Respected Sir/Madam, I am Ravi Kumar of Class 10 B. I have had a high fever since last night and the doctor has advised me to rest. Kindly grant me leave for three days, from 27 to 29 October 2026. I will catch up on the work I miss. Thanking you, Yours obediently, Ravi Kumar Class 10 B, Roll No. 23
Sample 2: leave for a family function (written by a parent)
To The Class Teacher, Class 6 A, [School name] Date: 2 November 2026 Subject: Leave for a family function Respected Madam, My daughter, Ananya Sharma of Class 6 A, will not be able to attend school on 5 and 6 November 2026 because we are travelling to my brother's wedding in Jaipur. Kindly grant her leave for these two days. Thanking you, Yours sincerely, Meena Sharma (mother) Phone: [number]
Sample 3: casual leave from work (email)
Subject: Casual leave request: 10 November 2026 Dear Mr Rao, I would like to take one day of casual leave on Monday, 10 November 2026, for personal work. I have finished the weekly report, and Priya has agreed to handle any client calls that day. I'll be reachable on my phone for anything urgent. Please let me know if that works. Regards, Arjun Mehta Accounts team
What gets a leave application refused
- No dates, or vague dates. "A few days" forces a follow-up. Always write from and to.
- Asking too late. For planned leave, apply as early as you can. For sudden illness, inform first and send the letter as soon as possible.
- A long story. One or two sentences of reason is enough. Long explanations read as excuses.
- Missing handover at work. Saying who covers your work is often what gets leave approved quickly.
- Wrong tone. Keep it polite and simple. Avoid slang and text-message spellings.
Hindi or English?
Most schools accept either. Use the language your school or office normally uses for notices. In Hindi the same parts apply: सेवा में (To), विषय (Subject), महोदय/महोदया (Sir/Madam), and सधन्यवाद, आपका आज्ञाकारी शिष्य (Thanking you, yours obediently).
Try it: the AI Letter Writer writes a leave, complaint, bank or resignation letter in this format from a one-line description, in English or Hindi. To polish a letter you wrote yourself, paste it into the AI Grammar Fixer, which shows every change it makes.