Leave is the time to leave work or college officially. You can apply for time off for a variety of reasons, such as illness, a sick family member, or an extended vacation. In some cases, workers have certain leave entitlements, such as annual leave, maternity, marriage, or death of an immediate family member. The definition of "leave" varies depending on the time of day. In some cases, short leave, such as less than one month's time from work or college, is not considered time off, while in other cases, only one week's leave may be considered leave. Understanding the definition of leave at your office or university is very important before writing a leave application, this is because the length of leave you are applying for may not meet the requirements for formally applying for leave.
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Part 1 of 3: Applying for Leave from Work
Step 1. Tell your boss well in advance
Before applying for leave from work, you should notify your boss well in advance. Notifications like this, of course, can't always be done in certain conditions, such as the sudden death of a family member. However, if you can tell them in advance (such as if you're applying for a few weeks or months of leave) try writing a leave request letter ahead of time, so your boss and co-workers can adjust their work plans to deal with it. The best way to let your boss know ahead of time is to talk about your leave plans before you formally submit the letter. That way, the first sentence of the letter is known in advance to your boss and doesn't surprise him.
Step 2. Specify leave dates
Determine the exact date you plan to leave. Try not to hesitate in determining your time off. While setting exact leave dates is important for your boss and co-workers to manage your work while on leave, in some cases, you may not be able to be sure. So if possible, try to write down the dates of your planned leave as specific as possible in the letter you submit.
Step 3. Explain the reason for the leave honestly to your boss
Tell your boss about your reasons for taking time off. This doesn't mean you have to go into all the details. Even in many cases, your boss has no right to know some aspects of your personal life. However, being honest and open about the reasons for your leave will reduce the chances of you having problems with office management.
Step 4. Discuss how to complete your work during the leave
In your leave letter, you must state that you understand your job responsibilities, and before leaving in good faith to discuss how your work will be completed during your leave. You can also include your considerations in completing the work (for example by listing detailed notes to help your subordinate complete a project during your leave, and writing down contact information that your subordinate can contact if you need your help).
Step 5. Know what type of leave you are entitled to
Legally, you are entitled to certain leave. It is important to understand the difference between such leave and leave granted with the approval of the employer.
- For example, in the United States, maternity or post-adoption leave is granted for 12 weeks under the Family and Medical Leave Act. Determine whether you meet the requirements of the leave rules. The requirement is to have worked for at least 12 months prior to the start of the leave, and have worked 1250 hours during that 12 month period. The owner of the business you work for must also employ at least 50 people in one place, or in a location 120 km from that place. The owner of the business where you work must also be included in the category that is required to provide leave according to these rules.
- If you are applying for a leave of absence that you are legally entitled to take, you can write an application that corresponds to the leave. For example, you could write "As we all know, I have the right to take maternity leave. I wish I could take intermediate leave (insert your planned leave date). How can I take time off without compromising company productivity?" Asking how to maintain work productivity will show your concern for the continuity of the company and make you seen as a good worker in the office.
- If you are applying for leave that is not your entitlement, change the content of your application letter so that it sounds guilty for interference at work, and promise to make up for your time off as much as possible.
- Notify your boss if you have unpaid leave.
- Include this information in the letter so that HR can consider re-applying your leave if your employer rejects your request for leave.
Step 6. Include suggestions for dividing up your work during the leave
While it's ultimately your boss who will decide, try to offer advice on who is best suited to complete certain parts of your job while you're on leave. Try not to give all of your work to just one person, as this will add to the workload.
Step 7. Write a letter politely
Whatever the circumstances, write a polite leave application letter. In other words, you should be asking for and not forcing your leave to be granted, even if you deserve it. Politely applying for leave will reduce your conflict with company management.
Part 2 of 3: Applying for College Leave
Step 1. Find the leave application form
Students who wish to apply for a leave of absence generally have to fill out certain forms. You may be able to download this form on the university's website. This form should also be available in the academic and student sections of the campus.
Step 2. Fill in the leave application form
This form usually has to be filled out with your name, student number, name and address of the campus, as well as your course major.
- This form may also need to be filled out with your citizenship or visa status, as study leave affects international student visa status. Because, if you are an international student, your visa is granted because of your student status. As a result, if you stop studying for a long time, you may be asked to return to your home country and may have to apply for another visa to return. Find out how time off affects your visa if you are an international student and are on a student visa. This policy may differ from country to country, and is governed by the relevant ministry.
- At US universities, this form will also ask you about your status as a recipient of a federal government scholarship. If you study in the US and receive a scholarship from the federal government, you will generally have to continue studying to earn it. Leave may affect your status as a recipient of this scholarship, so you should contact the scholarship office and talk to a counselor there to find out how best to apply for leave.
Step 3. Create a leave letter accompanied by other supporting documents
The leave application letter is usually accompanied by the supporting documents your university will need to grant it. If you are applying for leave to fulfill your conscription, please include the conscription you received. If you are applying for leave for health reasons, include a doctor's letter confirming it. However, if you are applying for leave for personal reasons, please describe the conditions and reasons for your request for leave in the letter.
Step 4. Explain your reasons honestly
If your application for leave is due to personal reasons, you must explain it publicly to your major. So they can determine whether your condition is eligible for leave.
Step 5. List all the things you still want to work on during your leave
For example, say you want to register as an off-campus research assistant. Final year doctoral students are usually entitled to apply for leave for this reason. However, before the leave is granted, students must discuss this plan with their academic supervisor. That way the academic supervisor can guarantee that you will meet the research targets for the department. Mention what you want to get done while on vacation.
Part 3 of 3: Formatting Leave Letters
Step 1. Enter the return address
Including your address may seem trivial if your office and the owner of the business you work for are located in the same building. However, this will ensure that your mail is returned to the correct address if it fails to deliver. The HR department will also find it easier to file your letter if there is an address written there.
Step 2. Include the date the letter was written
Often times, letter writers include the date when the letter was started, but if it took you a few days to write it, remember to change the date of the letter to the date it was completed and signed.
Step 3. Include the destination address
Include the name and address of the mailing address, as well as academic degree (eg Dr. Ridwan, or Prof. Susan).
Step 4. Use the name listed in the mailing address in the greeting
Even if you know your boss well, write a formal greeting in the letter by writing his professional or academic title followed by his last name.
Step 5. Decide what letter format you will use for the letter paragraphs
The format that is commonly used is the straight format, which follows the rules of writing:
- Each line of the letter in the paragraph is spaced one space.
- All lines in a letter must be left aligned.
- All sentences start on the left margin, and the beginning of the paragraph is not indented.
- Leave a blank line to mark the end of the paragraph.
- You can see an example of a straight format letter here.
Step 6. End your letter with a polite closing such as, "Sincerely."
- Give a blank line between the last paragraph with a closing greeting.
- Put four blank lines between "Sincerely" and your name.
Step 7. Sign the letter
After you print the letter, put your signature on the four blank lines between the closing greeting and your name.
