Getting time off work starts with a well-written leave application email. These emails might seem like small things, but they play a big part in how smoothly your time away from work goes. A clear, professional email shows you care about your job and your team.
The right leave application makes things easier for everyone. Your boss gets all the information they need at once. Your team knows when you’ll be gone and how work will get done while you’re away. You get peace of mind knowing your request was handled the right way. The examples below show exactly how to write these important emails.
Leave Application Email Samples
These samples will help you write your own leave application email for any situation you might face.
1. Simple Vacation Leave Request
Subject: Vacation Leave Request – [Your Name] – [Dates]
Dear [Manager’s Name],
I hope this email finds you well. I would like to request vacation leave from Monday, May 5, to Friday, May 9, 2025 (5 working days).
My current projects will be completed before my leave starts. For any urgent matters during my absence, my colleague [Colleague’s Name] has agreed to cover for me. I will also create detailed handover notes and share them with the team before I leave.
Please let me know if my request is approved or if you need any additional information.
Thank you for considering my request.
Best regards,
[Your Full Name]
[Your Position]
[Department]
[Contact Number]
2. Medical Leave Application
Subject: Medical Leave Application – [Your Name] – [Dates]
Hello [Manager’s Name],
I need to take medical leave from Thursday, June 12, to Monday, June 16, 2025. My doctor has recommended rest following a minor medical procedure scheduled for June 12.
I have already briefed [Colleague’s Name] about the ongoing projects, and they will handle any urgent tasks during my absence. I will be checking my emails occasionally if anything needs my input, though I might respond with some delay.
I have attached a medical certificate for your records. Please confirm if my leave is approved.
Thanks for your understanding.
Regards,
[Your Full Name]
[Your Position]
[Your Employee ID]
[Contact Information]
3. Family Emergency Leave Request
Subject: Urgent Family Emergency Leave
Dear [Manager’s Name],
I am writing to request emergency leave starting tomorrow, July 8, 2025. A close family member has been hospitalized, and I need to travel out of town immediately to handle this family emergency.
At this point, I expect to be away for about 3-4 days, but I will update you on the situation and my return date as soon as I have more information. I understand this is short notice and apologize for any inconvenience.
I have spoken with [Colleague’s Name], who has agreed to handle my urgent tasks. My team has access to all current project files and information they might need while I’m away.
Thank you for your understanding during this difficult time.
Sincerely,
[Your Name]
[Your Position]
[Department]
[Personal Phone Number where you can be reached]
4. Maternity Leave Application
Subject: Maternity Leave Application – [Your Name]
Dear [Manager’s Name],
I am happy to share that I am expecting a baby due around September 15, 2025. I am writing to formally request maternity leave according to our company policy.
Based on my doctor’s advice and our company policy, I plan to start my maternity leave two weeks before my due date, on September 1, 2025. I expect to return to work after 12 weeks, on December 1, 2025. Should anything change with these dates, I will let you know as soon as possible.
Over the next few months, I will create a detailed transition plan and work closely with my team to make sure all projects run smoothly during my absence. I suggest [Colleague’s Name] as my temporary replacement, as they are already familiar with my current projects.
I am happy to help train my replacement and prepare thorough handover documents before my leave begins.
Thank you for your support during this exciting time.
Warm regards,
[Your Full Name]
[Position]
[Department]
[Contact Information]
[Employee ID]
5. Bereavement Leave Request
Subject: Bereavement Leave Request – [Your Name]
Dear [Manager’s Name],
It is with great sadness that I inform you about the passing of my [relationship – e.g., father, grandmother, etc.] yesterday evening. I need to take bereavement leave to attend the funeral and support my family during this difficult time.
I would like to request leave from March 3 to March 7, 2025 (5 working days). I plan to return to work on Monday, March 10.
[Colleague’s Name] has agreed to cover my essential duties while I’m away. I have briefed them on the current status of all my projects and tasks.
Thank you for your understanding and support during this time of loss.
With appreciation,
[Your Name]
[Your Position]
[Department]
[Contact Information]
6. Personal Development Leave
Subject: Leave Request for Professional Development Course
Dear [Manager’s Name],
I would like to request leave to attend a professional development program that aligns with our department goals. The [Name of Program/Course] will be held in [Location] from April 15 to April 17, 2025 (3 working days).
This course focuses on [brief description of skills/knowledge covered], which will help me improve my work on [specific projects or responsibilities]. I believe the skills gained will benefit both our team and the company.
If approved, I will complete all pending tasks before my leave. [Colleague’s Name] will handle any urgent matters that may arise during my absence. I will also be available via email at the end of each day if needed.
I have attached the course details for your review. The company will not need to cover any expenses as I have received a scholarship for this program.
I look forward to your approval.
Best regards,
[Your Full Name]
[Your Position]
[Department]
[Contact Details]
7. Religious Holiday Leave Application
Subject: Leave Request for Religious Observance – [Your Name]
Dear [Manager’s Name],
I am writing to request time off for a religious holiday. I would like to take October 23 and 24, 2025 (2 days) off to observe [Name of Religious Holiday].
I have checked our team calendar, and there are no major deadlines or meetings scheduled for these dates. I will complete all my tasks ahead of time and provide a status update on all projects before my leave starts.
[Colleague’s Name] has agreed to be the point of contact for any questions related to my projects during my absence.
Thank you for your consideration and support of religious diversity in our workplace.
Kind regards,
[Your Full Name]
[Your Position]
[Department]
[Contact Information]
[Employee ID]
8. Half-Day Leave Request
Subject: Half-Day Leave Request – [Your Name] – [Date]
Hi [Manager’s Name],
I would like to request a half-day leave on Friday, August 8, 2025, from 1:00 PM until the end of the workday. I need to attend a personal appointment that cannot be scheduled outside working hours.
Before leaving, I will ensure all urgent tasks are completed. The team meeting scheduled for 2:30 PM has already been moved to the morning with everyone’s agreement.
Please let me know if my request is approved.
Thank you,
[Your Name]
[Your Position]
[Department]
[Contact Information]
9. Parental Leave for Child’s School Event
Subject: Leave Request for School Event – [Date]
Dear [Manager’s Name],
I am writing to request leave on Tuesday, November 18, 2025, to attend my child’s school graduation ceremony. This is an important milestone for my family, and I would appreciate your approval for this day off.
I have already spoken with my team about this date. All my deadlines for that week will be met ahead of time, and I will prepare a detailed status report of all ongoing projects before my leave.
[Colleague’s Name] will cover any urgent matters during my absence, and I will be checking my emails in the evening if anything requires my attention.
Thank you for your understanding and support of work-life balance.
Best regards,
[Your Full Name]
[Your Position]
[Department]
[Contact Information]
10. Wedding Leave Application
Subject: Leave Application for Wedding – [Your Name]
Dear [Manager’s Name],
I am happy to share that I will be getting married next month. I would like to request leave from February 10 to February 28, 2025 (15 working days) for my wedding and honeymoon.
I am aware this is a busy period for our team, so I have already started preparing for my absence. I will complete all my current projects before my leave starts. For ongoing projects, I have created detailed documentation and will conduct handover sessions with [Colleague’s Name] who will cover for me during this period.
I will be back in the office on Monday, March 3, 2025. Though I will have limited access to emails during this time, I will check in occasionally for anything urgent.
I appreciate your support and understanding.
Thank you,
[Your Full Name]
[Your Position]
[Department]
[Contact Information]
11. Study Leave for Exams
Subject: Study Leave Request for Final Exams
Dear [Manager’s Name],
I am currently pursuing a part-time [Name of Course/Degree] as you know. I am writing to request study leave for my final examinations from May 19 to May 23, 2025 (5 working days).
My exam schedule is as follows:
May 20: [Subject 1]
May 22: [Subject 2]
May 23: [Subject 3]
I have planned my work schedule to complete all pending tasks before my leave. [Colleague’s Name] has agreed to handle any urgent matters during my absence. I will also prepare a detailed handover document outlining the status of all my projects.
I truly appreciate your support for my educational goals. This degree will help me bring new skills to our team.
Thank you for considering my request.
Regards,
[Your Full Name]
[Your Position]
[Department]
[Contact Information]
[Student ID if relevant]
12. Unpaid Leave Request
Subject: Request for Unpaid Leave – [Your Name]
Dear [Manager’s Name],
I would like to request unpaid leave from July 7 to July 25, 2025 (15 working days). This leave would allow me to [brief reason – e.g., “visit my aging parents overseas” or “attend to personal matters that require my full attention”].
I understand this is a substantial time away during a busy period. To minimize disruption, I have:
1. Created a detailed timeline to complete all my current projects before leaving
2. Prepared comprehensive handover notes for each project
3. Arranged with [Colleague’s Name] to cover urgent matters
4. Set up a communication plan for any questions that might come up
I will return to work on Monday, July 28, 2025, fully ready to resume my responsibilities. While away, I can be reached by email or phone if absolutely necessary.
I value my position here greatly and appreciate your consideration of this request.
Thank you,
[Your Full Name]
[Your Position]
[Department]
[Contact Information]
13. Sick Leave Extension Request
Subject: Request to Extend Sick Leave – [Your Name]
Dear [Manager’s Name],
I hope this email finds you well. I am writing to request an extension of my current sick leave, which was originally approved until today, December 10, 2025.
While I have made good progress in my recovery from [brief mention of condition if comfortable sharing], my doctor has advised me to rest for another week. I am therefore requesting to extend my sick leave until December 17, 2025.
I have attached an updated medical certificate for your records.
I have spoken with [Colleague’s Name] who has kindly agreed to continue covering my urgent tasks. I have also been keeping notes on all pending matters so I can quickly catch up when I return.
Thank you for your understanding during my recovery. I look forward to returning to work fully recovered.
Best regards,
[Your Full Name]
[Your Position]
[Department]
[Contact Information]
14. Leave for Jury Duty
Subject: Leave Request for Jury Duty – [Your Name]
Dear [Manager’s Name],
I have been called for jury duty at the [Name of Court] from January 12 to January 16, 2025. I am therefore requesting leave for these 5 working days to fulfill this civic duty.
I have attached the jury summons for your records. According to the summons, I must report to the courthouse by 8:30 AM each day. The court sessions typically end by 4:30 PM.
To prepare for my absence, I will: – Complete all time-sensitive projects before January 12 – Brief [Colleague’s Name] on any ongoing work – Create detailed status reports for all my projects
If the jury selection process ends early or if I am not selected, I will return to work immediately and notify you.
Thank you for your understanding regarding this mandatory civic obligation.
Regards,
[Your Full Name]
[Position]
[Department]
[Contact Information]
15. Sabbatical Leave Request
Subject: Sabbatical Leave Application – [Your Name]
Dear [Manager’s Name],
After five years with [Company Name], I would like to request a three-month sabbatical leave from March 1 to May 31, 2025. During this time, I plan to [brief explanation of sabbatical goals, e.g., “complete a specialized course in my field” or “work on a community development project”].
I believe this sabbatical will benefit both my professional growth and my contributions to the company upon my return. The new perspectives and skills I gain will help me bring fresh ideas to our team.
I have given careful thought to the timing of this request. March through May is typically our slower period, and I have developed a transition plan that includes:
– Completing all major projects before my departure – Training [Colleague’s Name] to handle my key responsibilities – Creating detailed documentation for all ongoing projects – Setting up monthly check-ins with you if desired
I am happy to discuss any questions or concerns you might have about this request. I can also adjust the proposed dates slightly if needed to better align with company needs.
Thank you for considering my application for this professional development opportunity.
Sincerely,
[Your Full Name]
[Your Position]
[Department]
[Contact Information]
Wrap-up: Leave Email Tips
Writing a good leave application email doesn’t have to be hard. The key points to always include are clear dates, a brief reason for your leave, and your plan for handling work while you’re away. Your boss wants to know that your absence won’t cause problems.
Make sure to send your request with enough notice when possible. This gives your team time to plan around your absence. Last, always thank your manager for considering your request. This small courtesy shows you respect their time and authority.
Following these simple tips and using the samples above as guides will help you craft professional leave request emails for any situation.