A leave application is a formal request to seek permission for your absence. It could be due to various personal reasons, like family functions, health issues, etc. It can be written either by students or parents. This is a very formal way of informing the concerned teachers of the non-attendance. In this blog, let us learn how to write a leave application, its format, and its components with the help of some samples and tips that will give you an idea and overview before you jump straight into writing.
Understanding the purpose of a leave application
Submitting a leave letter before skipping classes is still mandatory for school-going children. It helps the authorities keep track of every student and ensures that children don’t miss classes on a regular basis. It also gives a teacher an idea of the happenings of a student and helps maintain a student record. A well-written leave application gives a clear idea and also convinces the teachers, as it looks more genuine and appropriate.
A leave application is usually written when a student has no option but to miss the class in a few inevitable circumstances. Permission must be sought before directly skipping the school. A leave can be taken on many grounds, like health concerns, family functions, emergency work, festival celebrations, family issues, etc.
Components of a leave application
A leave letter has to be well-structured to ensure clarity. Every letter should compulsorily contain certain elements.
- Heading: The heading should carry contact information like the receiver’s address and designation. This is important as the letter will be handed over to the mentioned name directly. Below the heading, mention the date on which you are writing this letter.
- Subject: In this section, the title of the letter is mentioned in a concise manner. It gives the reader an idea of the context of the letter.
- Salutation: Here, the recipient is addressed respectfully. Appropriate titles like ‘Respected Sir/Madam’ or other designations are used.
- Body: The body of the application is the most crucial part of the leave application. This part contains detailed information like the reason for seeking leave, the duration of leave, and specific dates. Express gratitude to the recipient in advance in the hope of getting leave.
Conclude the letter with a closing statement that includes the sender’s name and also includes documents if necessary.
Tips for writing a clear and effective leave application
There are some time-tested techniques for writing a compelling and formal leave application. The format, its structure, and the outline are predefined in many cases. You can follow a few tips that will help you write a near-perfect application.
- Be concise and specific. A leave application has to be kept short and to the point instead of beating around the bush. Cite specific reasons, mentioning particular dates for leave. Provide correct contact information and a concise subject name for easy identification. Keep the body of the letter brief.
- Use formal language: Since you are addressing higher authorities like the principal and teachers, the tone of the application has to be very formal and in a respectful manner. Therefore, use professional terms like ‘Yours sincerely’, ‘Thankfully’, ‘Respected Sir’, etc. The letter should be grammatically correct, along with the correct spellings.
- Double-check for accuracy and clarity. Once you are done writing, go through the application before submission. Cross-check the dates of the leave period, the contact information, and the purpose for applying for leave, which have to be clearly stated. Also check for punctuation faults, spelling errors, etc.
Keep the letter real, honest, and transparent. If need be, attach necessary documents like medical certificates, travel documents, and so on.
Examples of leave applications
Sample: Leave application for personal reasons
To,
Recipient’s designation
(School Name)
(School address)
Date:
Subject: Mention the reason for taking leave of absence.
Respected Sir/Madam,
I am (your name), a student of (class and section). Mention the reasons for not attending classes. So I won’t be able to come to school from (date to date). I request that you kindly grant me leave for the dates mentioned above. I will make sure to cover missed lessons after returning and submit the assignments in a week’s time.
Thanking you
Yours faithfully,
(Your name)
(class and section)
Example: Leave application for medical reasons
Your daughter, ABC, has been admitted to the hospital due to food poisoning. Write a leave application to the class teacher asking for leave for a week.
The class teacher
PQR Higher Primary School
Delhi.
Date: 1.12.24
Subject: Sick leave for a week
My daughter, ABC, has been admitted to the hospital due to food poisoning. She won’t be able to attend classes for a week, as she is advised to take complete rest. I request that you understand her situation and grant her leave from the 1st to the 7th of December. I have attached her medical certificate for your reference. I assure you that she will complete all her assigned duties once she recovers.
Thank you
Yours sincerely,
SRT
Common mistakes to avoid
- Spelling and grammatical errors: Make sure that the right spelling and grammar are used. Incorrect spellings leave a bad impression on the reader.
- Lack of clarity for leave reasons: If the reason for seeking leave is unclear, the recipient will find it difficult to understand your situation, which leads to confusion. It may happen that the leave gets rejected.
- Not following school guidelines: Some schools may have certain guidelines, like submitting the leave letter a week in advance or not granting leave for more than a week. All these should be kept in mind before writing.
Conclusion
Before a student skips school, a formal leave application asking permission for leave has to be submitted to the school. A particular format has to be followed to write a well-structured letter. Respectfully addressing the higher authority, maintaining a polite tone, and mentioning specific dates of leave periods with clear reasons for taking leave are some rules that are non-negotiable.
Frequently Asked Questions (FAQs)
How should I format a leave application for school?
In the English language, there is an established format for writing formal letters. This format remains the same in all cases, but only the reason changes. One of the of the most commonly used formats is:
To,
Receiver’s designation
Name of the school
Address of the school
Date: DD/MM/YY
Subject: (mention the reason for taking leave in short)
Salutation
Body of the letter: Introduce yourself. Mention the reason for seeking leave. Provide the number of leaves required along with the specific dates of the leave period. Attach documents if needed.
Complimentary closing
Sender’s name
Class and section
What information should I include in my leave application?
Writing a leave letter is important to notify the teachers of your absence. The most important elements to be written include your name, class, and receiver’s name. Clearly state the reasons for your absence from the school. Don’t forget to include the dates you will be absent. You can also inform them of your expected time of arrival and that you will complete the tasks assigned to you as quickly as possible.
How far in advance should I submit my leave application?
This usually depends on the school guidelines. Few schools make it mandatory to submit a leave application well in advance, while others are not strict and allow you to submit it within a few days. But I suggest that if it’s a planned leave, apply for leave before a week. In cases of medical emergencies, the leave application can also be submitted after the leave is taken, as it is very unexpected.
What should I do if I need to extend my leave?
If you are already on leave and want to extend it by a few days, it is better to write another leave application citing valid and genuine reasons. It is advisable to attach the real documents as proof. Express gratitude and be polite. Give them the expected return date and apologise for the inconvenience.
Is there a specific format or template for writing a medical leave application?
The format or template for writing formal letters is more or less the same. In medical leave applications, you get a chance to attach your medical certificate as proof of your prolonged absence. The other elements, like the recipient’s designation and address, salutation, your name, class, and signature, reasons for the leave, etc., remain the same.
