Earned Leave Application

Every employee needs a break from work once in a while. It may be for personal reasons, health, family functions, or simply to relax and recharge. When an employee plans to take time off from work, they must inform their employer in advance through an earned leave application. This is a formal way of requesting permission to take paid leave that the employee has earned over time by working continuously.

An earned leave application is an important document in every organization. It helps both the employee and the employer maintain clarity and proper workflow. By submitting an earned leave application form, the employee officially records their leave request, and the employer can plan for temporary adjustments or replacements during that period. This simple process helps ensure smooth operations even when someone is away.

Earned leave is different from other types of leave like casual or sick leave. It is a type of paid leave that employees accumulate based on the number of days they have worked. For example, an employee may earn a few days of leave for every month of service. These leaves can usually be taken with prior approval and may even be carried forward to the next year, depending on company policy.

Writing an earned leave application letter is not complicated. The main purpose is to inform your manager or HR department about your leave dates and the reason for your absence. The letter or email should be short, polite, and clear. It usually includes your name, designation, reason for leave, duration, and contact details. A good earned leave application format helps present this information neatly and professionally.

What is Earned Leave?

Earned Leave (EL) refers to the paid leave an employee earns for working for a certain number of days in an organization. These leaves are accumulated over time and can be availed with prior approval from the employer.

How to Write an Earned Leave Application Letter

Writing an earned leave application is simple if you follow a proper structure. The letter must be polite, concise, and clear. Here’s a step-by-step process:

1. Start with a proper salutation.
   Example: “Respected Sir/Madam,”
2. State the purpose of your letter.
   Example: “I am writing this letter to request earned leave for personal reasons.”
3. Mention the duration of leave.
   Example: “I would like to take earned leave from 1st November to 10th November.”
4. Provide a reason (optional but helpful).
   Example: “I am planning to visit my hometown for a family function.”
5. Request approval and ensure work continuity.
   Example: “I have handed over my pending work to my colleague during my absence.”
6. Close politely.
   Example: “Kindly grant me the earned leave for the mentioned period.”
7. Sign off with your name and designation.

Do Check: HRMS Railway Leave Application

Earned Leave Application Format

Below is the general earned leave application format that can be used in any organization:

Sample 1: Earned Leave Application Letter for Personal Work

Subject: Earned Leave Application for Personal Work

Respected Sir,

I am writing this earned leave application to request leave from 5th November to 10th November due to some personal commitments that require my attention.

I have completed all my pending tasks and briefed my colleague to handle any urgent matters during my absence. Kindly approve my earned leave application form for the mentioned dates.

Thank you for your understanding.

Yours sincerely,
Ravi Sharma
Marketing Executive
Employee ID: 1452

Sample 2: Earned Leave Application for Family Function

Subject: Application for Earned Leave

Respected Madam,

I would like to apply for earned leave from 10th December to 20th December as I have to attend a family wedding in my hometown. I assure you that I will complete my pending work before leaving.

Please consider my request and approve my earned leave application letter.

Regards,
Anjali Mehta
HR Assistant
Employee ID: 2076

Sample 3: Earned Leave Application for Travel Purpose

Subject: Request for Earned Leave for Travel

Dear Sir,

I wish to apply for earned leave from 1st June to 15th June as I plan to travel with my family for a vacation. I will be available on email for any urgent communication.

Kindly approve my earned leave application form at your earliest convenience.

Sincerely,
Karan Gupta
Finance Department
Employee ID: 3025

Do Check: Leave Application for School from Parents

Sample 4: Earned Leave Application for Medical Reasons

Subject: Earned Leave Application for Health Reasons

Respected Sir,

I have been advised rest by my doctor due to a minor health issue. Therefore, I request you to grant me earned leave from 2nd April to 8th April. I have attached a medical certificate for your reference.

Please approve my earned leave application letter for the mentioned period.

Thank you,
Pooja Rani
Customer Support Associate
Employee ID: 4158

Sample 5: Earned Leave Application for Teachers

Subject: Application for Earned Leave

Respected Principal,

I am writing this earned leave application to request 5 days of earned leave from 12th February to 16th February as I need to visit my hometown for personal reasons. I will ensure all lesson plans are prepared before my leave.

Kindly consider my request and approve my earned leave application format.

Sincerely,
Ritika Sharma
Mathematics Teacher

Sample 6: Earned Leave Application for Government Employees

Subject: Application for Earned Leave

To,
The Head of Department,
[Department Name],
[Organization Name].

Sir/Madam,

I wish to avail of earned leave for 15 days from 1st August to 15th August to attend to personal family matters. Please approve my earned leave application letter as per department policy.

Thanking you,
Yours faithfully,
Amit Verma
Clerk, Accounts Section

Do Check: Application for Bonafide Certificate

Sample 7: Earned Leave Application Format (Email Version)

Subject: Request for Earned Leave from 10th to 20th May

Dear [Manager’s Name],

I hope you are doing well. I would like to request earned leave from 10th May to 20th May for personal reasons. I have updated my team about my schedule and completed all ongoing tasks.

Please consider my request and approve my earned leave application.

Best regards,
Neha Singh
Content Writer

Tips for Writing a Good Earned Leave Application

1. Plan early: Submit your earned leave application form in advance.
2. Be specific: Mention clear dates and reasons.
3. Stay professional: Use a polite and respectful tone.
4. Mention handover: Always specify who will manage work during your absence.
5. Follow company format: Some organizations have a specific earned leave application format or online form.

Do Check: Application for 3 Days Leave to Principal