How to write a leave application email
Managers, it has been said are inclined to resist agreeing for a request for vacation outright.
The reason behind it usually is that the managers themselves are swamped with work and have deadlines to meet. Before they agree to a leave request they have to make sure that work doesn’t suffer. To make sure you are able to get a nod for your vacation request make sure you follow a few simple rules.
All employees are entitled to a certain number of leaves annually and managers are obligated to make sure the employees avail them. In the recent years the procedure to apply for leaves has become rather informal, people resorting to verbally informing the boss or maybe leaving a text message. This of-course varies from organisation to organisation depending on the company culture. But we at times fail to realise that following the proper procedure and applying for a leave formally is a mark of professionalism and respect for authority.
Use a formal format for the email
Your email will be read by people higher up in the management, hence make sure the letter is a formal one. The font and the font size should be the formal ones. Avoid anything fancy. Make sure there are no spelling mistakes or grammatical errors in the letter.
The letter should contain your name and address right at the top, followed by date and then the name and address of the recipient. Add a subject line, clearly mentioning that it is a vacation request letter.
Make sure to mention your contact details as well.
Be brief and to the point
In a formal application like this one, it’s advised to straight away get to the point and inform your boss the reason for the leave, along with the dates that you will be away from office. Make sure your application isn’t too long; the manager might just skip most of the content anyway. Keep it short and sweet.
It is also advised to mention that you have handled the work distribution amongst your team mates while you will be away.
If it’s been a while since you have been on a vacation, no harm in letting your boss know that. Also, if you did a good job in the previous project, again, do mention it in the letter. But again, make sure it’s kept brief.
Do not sound apologetic or guilt ridden while requesting the leave. If it’s part of your employment benefits then you are more than entitled to take them.
Ask for a formal acknowledgment
Getting a written acknowledgment from your boss is a good idea. It puts you in the safe zone; once you have the written acknowledgment you can go ahead and plan your holiday.
Few sample letters
Sample 1
Employee’s Name
Employee’s Address
City, State, Pincode
Date
Manager’s Name
Title
Company’s Name
Company’s Address
City, State, Pincode
Subject: Request for vacation
Dear Sir/Madam,
I would like to request for leave in the month of April from 17 to 25 2016. It has been more than a year since I have had a family vacation. I wish to use this vacation to spend some quality time with my family. Currently, I have 15 days leave and want to use 8 of them.
As of now, all of my tasks are complete. I will make sure any pending task is completed before I leave for my vacation.
As you know, I am a hard worker and never shy away from long hours at work. I feel I am long overdue for a holiday to avoid any burnout and rejuvenate myself. Over the past year I have cancelled my plans a few times as I was needed in the office. I would like to have some time to spend with my family.
If you have any questions, I can be reached at +91 9900XXXXXX or arun.a@email.com
I have filled out the Vacation Request Form and have attached it herewith. Please respond to me in writing so that I may plan my trip.
Yours Sincerely,
XYZ
Sample 2
Saurabh Gupta
New Delhi 1, 21/B1 Ramesh Nagar
Delhi, 200013
31/03/2016
Mr Ram Singhania
Manager
Joblagao Services Pvt Ltd
G-54, sector 6 ,
Noida, UP, 250007
Subject: Matrimonial Leave
Dear Sir/Madam,
I am glad to notify you that my wedding has been set for the 20th of May 2016. Since, wedding requires a lot of prior preparations, therefore, I request you to kindly grant me 15 days leave from15th May, 2016 to 30st May, 2016 so that I can make the necessary arrangements.
Please find an invitation card with this application. I am very hopeful to see you at the wedding. My family will highly appreciate your presence.
Please consider my request. I will be waiting for your response.
Yours Sincerely,
Saurabh Gupta
Sample 3
Devansh Tyagi
L-908, Shastri Nagar
Ghaziabad, UP, 250079
31/03/16
Ms. Anita Roy
HR Manager
Soigné Technologies
B-87, Sector 15
Noida, UP, 300098
Subject: Application for Leave Due to Medical Reason
Dear Sir/Madam,
I am Devansh tyagi working in the Finance Department. I would like to apply for one week of leave of absence from 1st April to 7th April 2016, due to family emergency. My father is sick and was hospitalised yesterday. He suffered a stroke yesterday and had to be rushed to the hospital. I need to be with my family at this hour of need to look after my father. There is no one else who can support my parents at this time, since they both are old and unable to move around.
I apologise for the short notice. I have handed over my work to my team mate ( Yogendra Sinha) who will keep you updated. In case of any query, you can contact me at +91 9900XXXXXX or xyz.abc@email.com.
Thanking you.
Sincerely,
Devansh Tyagi
Blog Author
