Workplaces, both government and private, often become hectic and every once in a while, one may feel the need to take a break from work. In addition to this, one may have to take a leave for emergencies or a number of other personal reasons. In a formal setting, it is important to draft a leave application to the HR department at the workplace or to one’s reporting manager in order to get the leave approved.
In this article, Team YLCC gives a comprehensive overview on how to write an effective leave application for the office. Read on!
WHAT SHOULD A LEAVE APPLICATION IDEALLY CONTAIN?
- Subject or purpose of writing the letter
- Salutation in the form of recipient’s name or title
- Duration of leave, preferably in the form of from and to dates
- Specific reason for leave
- Work plan during the period of your leave
- Your name, job title and contact information
- Your signature
HOW TO DRAFT THE APPLICATION
- Include A Clear Subject Line
The subject line of your leave application is something that comes across to the boss even before he opens it. It is, therefore, important to include a subject line that clearly outlines the purpose of your communication. An ambiguous or doubt-evoking subject line may have a negative effect on your application in general.
- Add A Salutation
The salutation in your leave application must be proper. It is important to address the HR executive or your supervisor in a professional manner before you proceed to the remainder of the application.
- Give A Clear Outline Of Your Leave Request
Mention the duration and reason for leave in clear terms. This is the most important part of the application. Wherever possible, state the starting and ending dates for the requested period of leave. Try to convince the recipient about the urgency of the leave.
- Mention The Back-Up Plan
One of the most under-rated sections of an application for leave is mentioning the alternative arrangements you have made that will be put into motion in your absence. Your application should state the number of the person who is going to take over your duties in your absence. Furthermore, if you wish to perform your duties remotely, you may mention that as well.
Including these details in the leave application is likely to act as an incentive for the hiring manager to approve your application as he remains assured that the work would not be affected during your absence.
- Use A Polite And Professional Tone
The entire application should be written in language that is humble, polite and professional. A demanding tone in your leave application is a strict no-no. This may end up annoying the manager and your request falling on deaf ears.
Some key words to use in your application to make it more effective in this regard are words like ‘request’, ‘kindly’, ‘grant’, ‘obliged’, ‘grateful’, etc.
- Keep It Brief
It is important to refrain from stretching one’s leave application to include anything that is not relevant. Keeping your request brief and concise to include only the requisite details will have greater impact as it tends to value the supervisor’s time and reduces chances of any confusion or any ambiguity.
- Conclude Your Application
It is important to conclude your application in a professional manner. One may use the ideal keywords such as ‘Warm Regards’, ‘Yours Sincerely’, etc.
- Proofread Your Application
This is the last step before you send your application for due consideration. However, proofreading should be done with the utmost care and sincerity in order to make sure that your application is devoid of any drafting, grammatical or formatting errors. Needless to say, no supervisor is particularly fond of reading erroneous leave applications, therefore one must go the extra mile to proofread multiple times if necessary.
WHAT TO AVOID IN YOUR APPLICATION
- Avoid grammar mistakes and punctuation errors while writing the application for leave.
- Do not write your application in a casual tone.
- Avoid using complex terms and keep the application as simple as possible.
- The leave application format should be easy to understand and to the point.
Once you have submitted your application for leave, expect your supervisor or HR officer to respond to it within 1-2 working days. On the off chance that your application gets rejected, you may reach out to the person concerned in a personal capacity to find out why it was turned out and if you can assist to change the same.
YLCC wishes you all the best!
