Leave Application for Out of Station for School, Office and College with Samples

Sometimes, students and employees need to travel out of station for family functions, medical reasons, or personal work. In such cases, a proper leave application for out of station is required to inform the school, college, or office in advance. Writing a clear and polite leave letter ensures that your absence is managed smoothly. In this article, we share sample leave applications for out of station covering school, office, and college formats.

How to Write a Leave Application for Out of Station?

When writing a leave letter for out of station, keep these points in mind:

• Mention the reason (family function, travel, medical, or personal work).
• Clearly state the start and end dates of your leave.
• Address the correct authority (Principal, Class Teacher, Manager, or HR).
• Keep the tone formal and polite.
• End with gratitude and assurance of responsibility.

Out of Station Leave Application Format

1. Introduction to the Leave Application: Understanding the importance of clear communication is vital when you’re preparing to be out of station. Whether it’s an out of station leave application for office, school, or any other institution, clarity is the key.
2. Start with Basic Details: Always begin by mentioning your name, designation (or grade/class for students), and the current date. If it’s a leave application for going out of station by parents, their names and their child’s name and grade should be included.
3. Directly Address the Concerned Authority: This could vary based on who you’re addressing. If it’s a leave application for out of station to principal, use “Respected Principal,” and if it’s for office purposes, “Dear [Manager’s/Boss’s Name]” or “Respected HR Manager” would be apt.
4. State the Duration Clearly: Clearly mention the start and end dates of your leave. For instance, “I am seeking leave from [start date] to [end date] as I will be out of station.”
5. Provide the Reason for Your Leave: This is where you detail why you need the leave. It could be due to a family function, urgent work, or other personal reasons. For a more specific scenario like a leave application for going out of city, naming the city could add clarity.
6. Reference Previous Conversations, If Any: If you had an earlier discussion regarding this leave, such as during a scenario where it might be phrased as a leave application for out of station in past tense, remind them of that talk.
7. Mention Work Continuity Plans: For those in professional settings, it’s beneficial to highlight how your responsibilities will be managed during your absence. If it’s a leave application for going out of station by teacher, they might mention lesson plans or substitute arrangements.
8. Add Any Additional Relevant Details: For cases where you might need to provide a bit more context, such as when it’s a leave application for out of station by parents or related to being out of station for a family function, give a brief explanation without diving too deep into personal matters.
9. Concluding the Application: Gratitude goes a long way. Conclude by expressing thanks for considering your leave application, showcasing both respect and politeness.
10. Signature: End with a signature and, if necessary, provide contact details during your leave.

Using this structured format for your leave application for out of station ensures you provide all necessary details, whether for office, school, or personal needs. Clear communication aids in the smoother processing of your request.

Also Read: Leave Application for Family Function

Leave Application for Out of Station Format Sample

To,
(Recipient’s Name, e.g., Principal, Boss),
(Organization/Institution Name)

Subject: Leave Application for Out of Station

Date: (Your Date, e.g., August 22, 2025)

Dear (Recipient’s Name),

I am writing to request leave from [Start Date] to [End Date] due to needing to go out of station.

The reason for my travel is [Specific Reason, e.g., family function, urgent work]. I have made necessary arrangements to manage my responsibilities during this period.

I commit to catching up on any missed work upon my return and ensuring a smooth workflow during my absence.

I kindly request you to consider and approve my leave application.

Thank you for your understanding,

(Your Full Name)
(Your Designation/Grade, if applicable)

Leave Application for Out of Station in Office

To
Mr. Rajan Mehta
HR Manager
TechSolutions Pvt. Ltd.
Bangalore

Date: 22 Aug 2025

Subject: Out of Station Leave Application for Office

Dear Mr. Mehta,

I’m Vikram Singh, a Software Developer here. I need leave from 22nd August to 5th September 2025 to go to Jaipur for a family function.

I’ve told my team leader, Mr. Rakesh Gupta, about this. Ms. Ananya Sharma knows about my tasks and will handle them when I’m not here.

I’ll make sure to finish any pending work when I come back.

Thank you for understanding.

Thanks,
Vikram Singh
Software Developer
ID: TS2345
Phone: +91-9876543210
Email: vikram.singh@techsolutions.com

Also Read: Leave Application for School Teacher to Principal for Urgent Work, Out of Station, Sick Leave

Leave Application for Going Out of City

To
Mr. Rajan Mehta
HR Manager
TechSolutions Pvt. Ltd.
Bangalore

Date: 22 Aug 2025

Subject: Leave Request for Going Out of City

Dear Mr. Mehta,

I am Rana Singh, a Software Developer in our company. I’d like to request leave from 22nd August to 5th September 2025 as I’ll be going to Jaipur for a family function.

During my leave, Ms. Ananya Sharma will manage my tasks. I’ve made sure that all my responsibilities are well-covered in my absence.

I’ll ensure to catch up on any work once I return.

Thank you for considering my leave application.

Warm regards,
Rana Singh
Software Developer
ID: TS2345
Phone: +91-98765432xx
Email: rana.singh@techsolutions.com

Leave Application for Out of Station to Boss

To:
Mr. Arvind Kumar
Team Lead
XYZ Corporation

Date: 22 Aug 2025

Subject: Leave Request for Out of Station

Dear Mr. Kumar,

I am Ramesh Patel from the Marketing Team. I need to go out of station for a family function from  22nd August to 5th September 2025. I’ve made arrangements with Rekha Desai to handle my duties during my absence.

I will ensure to be reachable in case of any urgencies and will catch up on my return.

Thank you for understanding.

Regards,
Ramesh Patel

Must Read: Leave Application for Death in family for Office and School

Leave Application for Out of Station for One Day

To
Mrs. Priya Nair
HR Manager
InfoTech Pvt. Ltd.
Mumbai

Date: 22 Aug 2025

Subject: One-Day Leave Request for Out of Station

Dear Mrs. Nair,

I am Deepak Joshi from the Marketing team. I need to be out of station on 22nd August 2025 for a personal task. Hence, I’m requesting one day’s leave.

I’ve briefed my colleague, Ms. Rekha Sinha, to cover for me. I’ll resume work on 23rd August 2025 and catch up if required.

Thank you for understanding.

Regards,
Deepak Joshi

2 Days Out of Station Leave Application for Office

To
Mr. Anil Kapoor
HR Manager
XYZ Solutions Pvt. Ltd.
Mumbai

Date: 21 Aug 2025

Subject: 2 Days Leave Request for Out of Station

Dear Mr. Kapoor,

I’m Rekha Patel from the Marketing Department. I need to travel to Pune for a personal matter and request a 2-day leave, from 22nd to 24th September 2025.

I’ve briefed my colleague, Rohan, to manage my tasks. I’ll make sure to resume work on 25th September and update on any pending tasks.

Thank you for understanding.

Regards,
Rekha Patel
Marketing Executive
Contact: +91-9123456xxx

Out of Station Leave Application for School/Principal

To
Mrs. Geeta Rani
Principal
Delhi Public School
New Delhi

Date: 21st Aug 2025

Subject: Leave Application for Out of Station in School

Respected Madam,

I am Arjun Mehra from Class 8B. I am writing to ask for leave from 22nd August to 5th September 2025. My family and I will be going out of station for a family event in Chandigarh.

I will make sure to catch up on all the lessons and homework when I return.

Thank you for your understanding.

Yours sincerely,
Arjun Mehra
Class: 8B
Roll Number: 15

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Request for Leave Application for Out of Station

To
Mrs. Sunita Rathi
Principal
Modern Public School
Delhi

Date: 21st Aug 2025

Subject: Request for Leave

Dear Mrs. Rathi,

We, Ramesh and Anjali Patel, parents of Aryan Patel studying in Class 5A, kindly request leave for our son from 22nd August to 5th September 2025. We are going out of station to visit family.

We’ll ensure Aryan makes up for any missed lessons on his return.

Thank you for your understanding.

Regards,
Ramesh and Anjali Patel
Contact: +91-98xxxxxx

Leave Application for Going Out of Station by Parents

To
Mrs. Sunita Rathi
Principal
Modern Public School
Delhi

Date: 21st Aug 2025

Subject: Request for Leave

Dear Mrs. Rathi,

We, Ramesh and Anjali Patel, parents of Aryan Patel studying in Class 5A, kindly request leave for our son from 22nd August to 5th September 2025. We are going out of station to visit family.

We’ll ensure Aryan makes up for any missed lessons on his return.

Thank you for your understanding.

Regards,
Ramesh and Anjali Patel
Contact: +91-9876543xxx

Leave Application for Out of Station for Family Function

To
Mr. Ajay Kumar
HR Department
InnovateTech Ltd.

Date: 21st Aug 2025

Subject: Leave Application for Family Function

Dear Mr. Kumar,

I’m Ravi Mehra from the Marketing team. I need to attend a family function out of station. Hence, I’m requesting leave from 22nd August to 5th September 2025.

I’ve ensured my tasks are covered during my absence.

Thank you for understanding.

Regards,
Ravi Mehra
Marketing Executive
Contact: +91-12345678xx

Tips for Writing Leave Application for Out of Station

• Start with a Clear Address: If you’re writing to your office, address the HR or your immediate supervisor. For schools, it should be the principal or class teacher.
• Be Specific in Your Subject: Clearly state the purpose. “Leave Application for Going Out of Station” or “Leave Application for Family Function Out of City” are direct and to the point.
• State Your Duration Clearly: Mention the exact dates you’ll be away. This provides clarity and helps in planning work or school tasks accordingly.
• Provide a Genuine Reason: Whether you’re going out of city or attending a family function, specify the reason for your absence.
• Mention Any Previous Discussions: If you had a talk with your supervisor, principal, or teacher about your leave, reference that conversation. This shows you’ve kept them in the loop.
• Outline Work or Study Continuity Plans: If you’re an employee, detail how your responsibilities will be handled during your absence. For students, ensure you’ll catch up on missed lessons.
• Keep it Concise but Informative: While it’s essential to provide necessary details, it’s also important to keep your application short and straightforward.
• Be Polite and Professional: Always use a courteous tone. Thank the reader for considering your application.
• Include Contact Information: Always add a way to reach you in case of urgent matters or clarifications.
• Sign Off Properly: Close the letter with a formal sign-off, your name, and if relevant, your designation or class/grade details.

By following these tips and ensuring clarity and politeness, your leave application for out of station will be well-received and understood.