Leave application letter samples for office staff
Eight ready-to-use leave application letters for office staff, plus an approval reply for HR. Copy a sample or download them all as a Word document.
Most leave requests are approved or rejected on the details. A letter that gives exact dates, the number of days and a handover plan is easy to say yes to. These samples cover the leave requests office staff make most often, and end with a reply HR can send back.
What every leave application should say
- 01
The type of leave
Annual, sick, maternity, paternity, compassionate or casual
- 02
The exact dates
First and last day away, and the date you return
- 03
The number of working days
So HR can check it against your balance
- 04
Who covers your work
Handover arrangements and urgent contacts
- 05
Evidence if needed
A medical certificate or other document
Before you write
Check three things first: your leave balance, your company’s leave policy on notice and approval, and your team’s calendar. Count the working days you need, leaving out weekends and public holidays.
The samples
1. Annual leave application letter
[Your name]
[Job title], [Department]
[Date]
[Manager’s name]
[Job title]
[Company name]
Dear [Manager’s name],
Application for annual leave
I would like to apply for [number] working days of my annual leave, from [Monday, 6 April 2026] to [Friday, 17 April 2026]. I will resume on [Monday, 20 April 2026].
I have [number] days of leave remaining for this year. Before I go, I will complete [task] and hand over [task] to [colleague’s name], who has agreed to cover my work. [I will be reachable on [phone number] for anything urgent.]
Thank you for considering my request.
Yours sincerely,
[Your name]
2. Annual leave request by email
Subject: Annual leave request: [6 to 17 April 2026]
Dear [Manager’s name],
I would like to take [number] working days of annual leave from [6 April] to [17 April 2026], returning on [20 April]. [Colleague’s name] will cover [tasks] while I am away, and I will send a handover note before I leave.
Please let me know if these dates work for the team.
Kind regards,
[Your name]
3. Sick leave notification
Dear [Manager’s name],
I am unwell and unable to come to work today, [date]. I have seen a doctor, who has advised [number] days of rest. I will send my medical certificate to HR by [date].
I expect to return on [date]. [Colleague’s name] has the files for [urgent task]. I will update you if anything changes.
Regards,
[Your name]
4. Maternity leave notification
Dear [Manager’s name],
I am writing to confirm my plans for maternity leave. My expected date of delivery is [date], and I attach a medical certificate from [doctor or hospital].
I would like to start my leave on [date] and return to work on [date], in line with the company’s leave policy. I will prepare a full handover for [colleague’s name] before I go.
Thank you for your support.
Yours sincerely,
[Your name]
5. Paternity leave request
Dear [Manager’s name],
My [wife/partner] is expecting our baby on [date]. I would like to apply for [number] working days of paternity leave from [date] to [date], as provided in the company’s leave policy.
I will hand over [tasks] to [colleague’s name] and keep my calendar updated.
Thank you,
[Your name]
6. Compassionate leave request
Dear [Manager’s name],
I am sorry to let you know that my [relationship] passed away on [date]. I would like to request [number] days of compassionate leave from [date] to [date] to attend the funeral and support my family.
[Colleague’s name] has agreed to cover my urgent work. I can be reached on [phone number] if needed.
Thank you for your understanding.
[Your name]
7. Casual leave for one day
Dear [Manager’s name],
I would like to take one day of leave on [date] to attend to a personal matter. My work for that day is up to date, and [colleague’s name] will cover [task].
Thank you,
[Your name]
8. Request to extend leave
Dear [Manager’s name],
I am currently on annual leave and due to resume on [date]. Because of [brief reason], I would like to request an extension of [number] working days, returning on [new date]. I have [number] days of leave remaining to cover this.
I am sorry for the short notice and will confirm the handover with [colleague’s name].
Regards,
[Your name]
For employers: approving leave in writing
A short written reply gives both sides a record of the approved dates.
Leave approval reply
Dear [Employee’s name],
Your request for [number] working days of [annual] leave from [date] to [date] has been approved. You are due to resume on [date]. Your remaining balance for the year after this leave will be [number] days.
Please complete your handover to [colleague’s name] before you go. Enjoy your time off.
[Name]
[Title]
If leave cannot be approved on the dates requested, say why and offer other dates. Under section 18 of the Labour Act, deferring annual leave needs the worker’s agreement, and the earning period cannot go beyond 24 months of continuous service; see annual leave in Nigeria.
Tips for a request that gets approved
- Ask early. The further ahead you apply, the easier it is to arrange cover.
- Avoid busy periods such as month-end payroll or year-end closing, unless it is an emergency.
- Give working days, not calendar days. It matches how your balance is counted.
- Attach evidence for sick and maternity leave.
- Confirm the approval before you book travel.
Employee management made easy
Keep employee records, attendance, leave, payroll and performance in one connected system.
Employee management made easy
Keep employee records, attendance, leave, payroll and performance in one connected system.
Sources
Frequently asked questions
Short answers to what employers ask us most about this topic.
How do I write a leave application letter for office?
Address it to your line manager or HR, state the type of leave, the start and end dates and the number of working days, say who will handle your work, give your contact details while away if appropriate, and thank them. Send it as early as your leave policy requires.
Can I apply for leave by email?
Yes, if your company accepts email requests. Use a clear subject line such as 'Annual leave request: 6 to 17 April' and keep the same details as a formal letter.
How many days before should I apply for leave?
Follow your company's leave policy. Our leave policy template suggests at least two weeks' notice for annual leave. Sick leave is reported on the first day of absence.
