Start your application letter by stating the reason for applying the leave from your work place. Mention the number of days when you will be unable to come to work. Always try to keep this section of your leave application letter precise, don’t go into too much of detail for your absence. Remember it is very important that you give the correct date and time along with a valid reason as to why you will not be able to come to the office. Make sure that you are addressing the appropriate person in your office that handles the employee leaves. Follow the format that is used in your office for internal communication. Also, make sure that you have spelled everything correctly and have only used professional office terminology that is acceptable in your office. The sentence structure should be correct and the message that you are trying to convey should be concise and to the point.
In the next paragraph you should mention to whom you are going to hand over your duties during the time of your absence. It is always appreciated to declare the present position of your project too. This is important as it shows that you care about whatever it is that you are working on and that you have someone in mind that can handle the workload in your absence. It is a good idea that the person that you mention also gets a copy of this letter so that he or she is in the loop of this internal communication.
In the last paragraph of your leave application letter you have to mention the exact details about your address and contact number where you will be contacted during your leave days. It is a good idea to give a phone number or email address in case the company or employee that is handling your workload can reach you for any questions that he or she might have. Always give some sort of contact information to the company while you are on leave so that they can get in touch with you in case of an emergency or if they need some type of information from you. Make it a habit to regularly check your email while you are on leave so that you can stay in touch with the office at all times.
Windup your letter of application with the words such as “Sincerely” “Regards” “Thankful” and type your name at the end after giving one space between the complementary closing and your name. Remember you will want to be respectful and courteous while maintaining your professionalism as well.
Take a print out and sign it with blue ink in between the complementary closing and your name. If your company prefers emails then skip the print out and just email it to the appropriate person in your office. Remember to put a cover page in the email if you are going to use this letter as an attachment.