Last updated: 9 November 2026
- The 5 things every leave application needs
- Leave types: CL, SL, EL, LOP and others, with typical counts
- 14 copy-ready samples, email and letter
- How to write a sick leave application
- What to do if leave is rejected
- Mistakes to avoid
- Leave rules in India come mainly from your state's Shops and Establishments Act (offices, shops) or factory law, plus your company policy. Counts differ by state and employer.
- Earned leave under factory law is 1 day for every 20 days worked. The OSH Code, notified on 21 November 2025, lowers eligibility to 180 days of work in a year.
- Maternity leave: up to 26 weeks paid for the first two children, 12 weeks from the third child.
- There is no national law giving paternity leave to private-sector employees; it depends on company policy. Central government employees get 15 days.
Sources: Maternity Benefit Act, 1961 (now in the Code on Social Security, 2020); Occupational Safety, Health and Working Conditions Code, 2020; state Shops and Establishments Acts.
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| Part | What to write | Example |
|---|---|---|
| Subject line | Leave type + dates + your name | Sick leave – 10 Nov 2026 – Rahul Verma |
| Request | Exact dates and number of days | "from 10 to 11 November (2 days)" |
| Reason | One honest line; no long story | "I have a high fever" |
| Handover | Who covers what, and where files are | "Amit will send the report by 4 pm" |
| Contact | Whether and how you can be reached | "Reachable on WhatsApp for urgent issues" |
That's it. Managers approve faster when they can see the work is covered. A long emotional explanation doesn't help; a clear handover does.
Leave types in India: CL, SL, EL and LOP
Names and counts vary by company and state, so treat these as typical ranges, not rules. Your offer letter, HR policy or HR portal has the real numbers.
| Leave type | Also called | Typical count per year | Usual rules |
|---|---|---|---|
| Casual Leave (CL) | — | 6–12 days | Short, unplanned needs; often 1–3 days at a time; usually lapses at year end |
| Sick Leave (SL) | Medical leave | 6–12 days | Medical certificate often needed for 2–3+ days in a row |
| Earned Leave (EL) | Privilege Leave (PL), Annual Leave | 12–21 days | Planned holidays; can often be carried forward and encashed |
| Loss of Pay (LOP) | Leave Without Pay (LWP) | No fixed limit | Unpaid; that day's salary is deducted |
| Maternity leave | — | Up to 26 weeks | Paid, by law, after 80 days' work in the 12 months before delivery |
| Paternity leave | — | Often 5–15 days | Company policy in the private sector |
| Bereavement leave | Compassionate leave | Often 3–5 days | Company policy |
| Marriage leave | — | Often 3–7 days, once | Company policy |
| Comp off | Compensatory off | As earned | A day off for working on a holiday or weekend |
What LOP means, with an example
LOP (Loss of Pay) means you take a day off without pay because you have no paid leave left, or the leave wasn't approved. Companies usually divide your monthly gross by the days in the month (some use 30, some use working days), then deduct that amount for each LOP day.
Worked example: 2 days of LOP
Monthly gross salary: ₹45,000 Days in November: 30 One day's pay: 45,000 ÷ 30 = ₹1,500 LOP days: 2 Deduction: 2 × 1,500 = ₹3,000 Gross for November: ₹42,000
LOP days show on your payslip and can also lower your PF contribution that month. If you're checking how much actually reaches your bank account, the in-hand salary calculator helps.
14 copy-ready leave application samples
Change the names, dates and handover lines. Emails work for most offices today; the letter format is useful for factories, schools, banks and anywhere HR still keeps paper files.
1. Sick leave (email, same day)
Subject: Sick leave today – Rahul Verma Hi Neha, I have a high fever since last night and the doctor has advised two days' rest. I'd like to take sick leave today and tomorrow (10–11 November 2026). The client report is 80% done and saved in the shared folder. Amit has agreed to send it by 4 pm. I'll be on WhatsApp for anything urgent, and I'll share the medical certificate when I'm back. Thanks, Rahul Verma Emp ID 20417
2. Sick leave (letter format)
To The HR Manager Sunrise Textiles Pvt Ltd, Surat Date: 9 November 2026 Subject: Application for sick leave Respected Sir/Madam, I, Kavita Patel, Accounts Assistant (Emp ID 1182), was unwell with viral fever from 4 to 7 November 2026 and could not attend office. I request you to grant me sick leave for these 4 days. The medical certificate is attached. Thank you. Yours sincerely, Kavita Patel
3. Casual leave (planned)
Subject: Casual leave request – 20 November 2026 Hi Suresh, I'd like to take one day of casual leave on Friday, 20 November 2026, for a family function in Nashik. My sprint tasks will be closed by Thursday, and Pooja will cover the daily stand-up. I'll update the leave in the HR portal once you approve. Thanks, Ankit Joshi
4. Emergency leave
Subject: Emergency leave – today Hi Sir, My father was admitted to hospital this morning and I need to be with him. I'm taking emergency leave today and will update you by 7 pm on whether I need tomorrow as well. I've handed today's dispatch list to Imran. Please call me if anything is urgent. Regards, Sanjay Kumar
5. Marriage leave
Subject: Leave request for my wedding – 10 to 23 December 2026 Dear Ma'am, I'm getting married on 14 December 2026. I request leave from 10 to 23 December (10 working days), using my 5 days of marriage leave and 5 days of earned leave as per company policy. I'll complete the Q3 audit file before I go, and Ritu has agreed to handle vendor payments. I'll share a handover note on 8 December. Thank you, Sneha Nair
6. Maternity leave intimation
Subject: Maternity leave intimation – Priya Iyer (Emp ID 3391) Dear HR team and Arun, I'm writing to let you know that my expected delivery date is 15 February 2027. I plan to start maternity leave from 1 February 2027 and return on 2 August 2027 (26 weeks). I'll begin the handover from 10 January and share a full plan with Arun this week. Please let me know what documents you need from me. Thank you, Priya Iyer
7. Paternity leave
Subject: Paternity leave – 5 to 16 January 2027 Hi Karthik, Our baby is due in the first week of January. As per the company's paternity leave policy, I'd like to take leave from 5 to 16 January 2027. I'll document the release checklist before I go and stay reachable on email for production issues. Thanks, Vivek Menon
8. Bereavement leave
Subject: Leave due to a death in the family Dear Sir, My grandmother passed away last night. I need to travel to Varanasi for the last rites and request bereavement leave from 9 to 13 November 2026. I've told Shalini about the open tickets. I may be slow to reply on phone. Regards, Aditya Mishra
9. Half-day leave
Hi Meera, I need to leave at 1:30 pm today for a bank appointment. Could you mark it as a half-day? I'll finish the morning calls and send the daily summary before I go. Thanks, Farhan
10. Leave extension
Subject: Request to extend leave by 3 days Hi Neha, I'm on sick leave until 12 November. The doctor has advised three more days of rest, so I request an extension until 15 November 2026. The updated prescription is attached. I'm sorry for the extra load on the team. Amit has the client files. Thanks, Rahul Verma
11. Work from home request
Subject: Work from home request – 17 to 19 November Hi Suresh, There's plumbing work at home next week and someone needs to be present. Could I work from home from 17 to 19 November 2026? I'll be online 9:30 am to 6:30 pm, join all meetings on video and keep my status updated on Slack. Thanks, Ankit
12. Exam leave
Subject: Leave for CA Final exams – 2 to 14 May 2027 Dear Ma'am, My CA Final exams are scheduled from 2 to 14 May 2027 (admit card attached). I request leave for these dates: 6 days of earned leave and the rest as leave without pay if needed. I'll close April's GST filings before I go. Thank you, Deepak Rao
13. Festival leave (Diwali, Eid, Pongal)
Subject: Leave for Pongal – 14 to 16 January 2027 Hi Karthik, I'd like to take 2 days of earned leave on 15 and 16 January 2027 to travel home to Madurai for Pongal (14 January is already a company holiday). I'll finish my testing tasks by 13 January. Thanks, Lakshmi
14. Short notice leave
Hi Neha, Sorry for the short notice. A family matter has come up and I need to take leave tomorrow, 10 November. I've moved my 11 am client call to Thursday and informed the client. Amit will cover anything urgent. Thanks for understanding, Rahul
How to write a sick leave application
- Message your manager before your shift starts. A short WhatsApp or call is fine first if that's the team norm.
- Follow with an email or a portal entry the same day. Say how many days you expect to be off.
- Mention the one or two urgent things and who is covering them.
- Attach a medical certificate if you're off for more than two or three days, or if your policy asks for it.
- If you need more days, send an extension request before the first leave ends, not after.
| Situation | What to send | When |
|---|---|---|
| 1-day fever | Short email or portal entry | Morning of the day |
| 2–3 days | Email + certificate when back | Day 1, with an update on day 2 |
| Hospital stay | Email from family member if needed, then formal application | As soon as possible |
| Long illness (2+ weeks) | Letter with certificate; ask HR about EL, LOP or medical insurance | Within the first week |
How much notice to give
| Leave | Typical notice | Why |
|---|---|---|
| Earned / annual leave (3+ days) | 2–4 weeks | Team plans sprints and shifts ahead |
| Casual leave (1 day) | 2–3 days | Enough to move meetings |
| Marriage leave | 1–2 months | Long absence; needs a proper handover |
| Maternity leave | As early as you're comfortable; often 8 weeks before | The law lets you start up to 8 weeks before the expected delivery date |
| Sick or emergency | Same day | You can't plan it; just inform early |
If your leave is rejected
Ask why, calmly. Often it's a clash with a deadline or someone else's leave. Offer options: shift the dates by a few days, split the leave, or take one day as work from home. If leave you are legally entitled to (such as maternity leave) is refused, raise it with HR in writing.
Reply to a rejected request
Hi Suresh, Thanks for letting me know about the release on 20 November. Would 23 November work instead? I can also finish my part of the release by 19 November so the team isn't blocked. Thanks, Ankit
Mistakes to avoid
| Mistake | Fix |
|---|---|
| Taking leave first, informing later | Inform before your shift, even with one line |
| "Due to some personal reasons" with no dates | Give the dates clearly; the reason can stay short |
| No handover | Name who covers what |
| Applying only on WhatsApp | Also log it in email or the HR portal so it counts |
| Fake sick leave before an interview | Use casual or earned leave; it's simpler and honest |
| Forgetting to check the balance | Check the portal first so you don't land on LOP by surprise |
Leaving your job? Unused earned leave is often paid out in your full and final settlement. And if you're writing the resignation itself, use our resignation letter formats.
FAQs
How do I write a leave application for office?
Write a subject line with the leave type and dates, then state the dates, a one-line reason, who covers your work and how you can be reached. Send it to your manager and copy HR if your policy asks.
How do I write a sick leave application?
Inform your manager before your shift, give the dates, say you're unwell and need rest, name who is covering urgent work, and attach a medical certificate if you're off for more than two or three days.
What is the difference between CL, SL and EL?
CL is casual leave for short unplanned needs, SL is sick leave for illness, and EL (earned or privilege leave) is for planned holidays and can often be carried forward and encashed.
What does LOP mean in salary?
Loss of Pay. It's an unpaid day off, and that day's salary (usually monthly gross divided by days in the month) is deducted.
How many leaves does an employee get in a year in India?
It depends on the state law and company. A common pattern is 6–12 casual, 6–12 sick and 12–21 earned leaves, plus public holidays.
Can I send a leave application on WhatsApp?
Fine as a first alert if your team does that, but also apply by email or the HR portal so it's recorded.
Is paternity leave mandatory in private companies in India?
No national law requires it for private employers. Many companies offer 5–15 days by policy. Central government employees get 15 days.
How long is maternity leave in India?
Up to 26 weeks of paid leave for the first two children and 12 weeks from the third child, if you've worked at least 80 days in the 12 months before delivery.
Is a medical certificate required for sick leave?
Usually for absences longer than two or three days, but check your company policy.
Can unused earned leave be encashed?
Often yes, at resignation or retirement, depending on company policy and state law. Casual leave usually can't be encashed.
