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Request Letter for Earned Leave Sanction – Sample Letter of Request for Earned Leave (EL)

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To, The HR Manager, __________ (Name of the Company), __________ (Company’s Address)

Date: __/__/____ (Date)

Subject: Request for leave

Respected Sir/ Madam,

Most humbly and respectfully, I would like to inform you that my name is ________ (Name) and I am working in ________ (department) of your reputed company. My employee ID number ____________ (ID Number).

With utmost respect, I would like to inform you that I am looking forward to sanctioning the earned leave in my name as I am ____________ (mention reason for requesting earned leave). I am willing to avail the earned leave from __/__/____ (date) to __/__/____ (date) i.e. _________ (number of days).

I ensure that I will join back on __/__/____ (date) and will complete all pending work upon resuming work. I shall be highly obliged for your kind support.

Thanking you, Regards, ________ (Signature), ________ (Name), ________ (Employee ID Number), ________ (Contact Number)

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Include your name, department, employee ID, the reason for leave, the start and end dates of the leave, and a polite request for approval.
Submit your earned leave request at least one to two weeks in advance to give your employer enough time to arrange for your absence.
Yes, you can submit your earned leave request via email, ensuring it follows the same formal structure as a written letter.
If your request is not approved, discuss alternative dates or options with your manager to find a suitable solution.
Yes, mentioning the reason for your leave provides context and can help your employer understand and approve your request more easily.

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Earned Leave Application Formats in English for Employees

Whenever you want to take a long leave, then it is better to use your earned leaves (ELs). Hence ELs should be applied for a longer duration, you must apply at least 7-14 days before, from the date of taking the leave.

Here you can find some sample earned leave application formats that you can use to submit your boss.

Earned Leave Application format 1 (For 5 Days Leave)

The Manager,

Company Name,

Company Address.

Sub: Earned leave request form _____ (from date) to ________ (to date) .

Dear Sir/Madam,

My name is _______ (your name) , employee id _________, working as a _____________ (your designation) in ____________ (department) .

I am writing this letter to apply for 5 days of leave from _________ (from date) to ________ (to date) due to my wife’s health problem.

So I kindly grant me a leave for 5 days and consider these leaves as earned leaves.

Thanking you.

(Mobile no.)

Earned Leave Application Format 2 (On medical ground)

Sub: Application for Earned leaves.

I am ____________ (your name) , employee id _________, working as a ___________ (your designation) in __________ (department) .

I am suffering from viral fever , after consultation with the doctor, I was advised to take 7 days rest. So I would like to take leaves from __________ (from date) to _________ (to date) . I will come back to work immediately after I recover.

So kindly approve my leave request for above mentioned dates.

Earned Leave Application Format 3 (for Vacation)

Sub: Leave application for __ days.

Dear Mr./Ms.__________,

I am writing this letter to inform you that I will be planning to go on a vacation with my family for 10 days . Hence my project work is completed, I think it is the best time to utilize my earned leaves.

So please allow me to take leaves from _______ (from date) to ________ (to date) . I will always be available on my mobile in case of any emergency work.

I hope you approve my leave request.

Thanks in advance.

Earned Leave Application Format 4 (for Marriage)

Sub: Leave application for marriage.

I am writing this to inform you that my marriage is held on ________ (marriage date) , So I would like to take a leave for 10 days from _______ (from date) to ________ (to date) , and kindly consider these leaves as earned leaves.

In case of any emergency work, I will be available on my phone and my colleague Mr./Ms. __________ (colleague name) will replace my absence.

So please approve my leave request and I shall be obliged to you in this regard.

Earned Leave Application Format 5 (for Exams)

Sub: Leave request due to exams.

I am _________ (your name) , working as a ___________ (your designation) in __________ (your department) in ___________ (company name) .

I have my MBA exams starting next week, so I need to take a leave for 10 days from______ (from date) to _______ (to date) .

So I am requesting you to kindly allow me to take leaves for the above mentioned dates and consider these leaves as earned leaves.

I hope you approve my leave request.

How to Write an Earned Leave Application

Address the letter to the connected authority who can approve your leave request. It may be your head of the department (or) manager (or) boss.
Mention the dates from which date to which date you want the leave.
Write the reason for taking the leave.
Make you request to mark the leaves as earned leaves (privilege leaves).
After approval of your leave request, submit the leave letter to the HR department. (If you are writing an email then mention the HR email address in email CC).

Rules to Apply for Earned Leaves

Earned leaves are for a longer duration, so use them whenever you need leave for a longer period at least for 3 or more than 3 days, otherwise use casual leaves or sick leaves.
Hence you are going to take a long leave, apply before 7-14 days from the date of taking the leave.
Your reason to apply for earned leave should be genuine and reasonable.
If Sundays or public holidays fall in between your earned leaves, then contact your HR department to know your company policy whether they mark those holidays as EL or not.

1. Can I take earned leaves for personal reasons?

It is better to mention the exact reason while applying for the earned leave, for personal reasons it is better to apply for casual leaves.

2.Is earned leaves and privilege leaves the same?

Yes, they both are the same.

3. How many earned leaves will I get per year?

It depends on your state’s shops and establishment act where your company is doing their business.