Looking for a casual leave application sample? Well, look no further. The first thing to remember, every organization has different procedures for taking and requesting casual leaves (CL). Sometimes, your CEO or the appropriate authority may require you to submit a causal leave application. Knowing how to write a casual leave application and what information to include in such letters can help you write one for yourself, following proper etiquette. There are several examples to inspire you in this article that outline how to write a casual leave letter.
What Is A Casual Leave Application:
Generally, A casual leave application is a formal, written request you submit to your employer or manager. However, if you want to take time off from work for unforeseen situations and urgent personal work, in your application, you must mention-
- Why do you want a leave,
- How many days do you need, and
- How your absence could affect your work.
The application letter can be in the form of an email, a printed letter, or both.
Provided that, most of the organizations now have a proper HRMS System. If your organization also has a smart HR solution like Tipsoi, you can apply for your leave of absence through the app. And get your advisor’s OK quickly through it. In addition to that, if you are unable to apply for leave in time, your supervisor will get a notification of your absence. This is because this HR solution frequently links to a biometric identification system that checks when employees come and go from work.
What To Include In A Leave Application:
When you ask for office leave, you should include the following information:
- Application date.
- The name and address of the manager to whom you are writing.
- A brief explanation of the letter’s purpose or subject
- An appropriate salutation containing the recipient’s name or title
- Duration of leave, preferably with a start and end date
- Reasons for taking time off
- Plan your work during the time you are on leave
- Identify yourself, your job title, and your contact information
- Your signature
How To Write A Casual Leave Application:
In order to understand how to write a casual leave application, here is a step-by-step guide:
1. Check your company’s casual leave policy:
Take a look at your employee handbook to see how many CL leaves you can apply for before you submit your CL application. This is because many organizations restrict the number of casual leaves an employee can take at one time. Contact human resources to find out whether they prefer printed or emailed copies of leave applications. If you want to write an approved CL application, you need to know all of this information.
2. Address the mail to your supervisor or HR executive:
Find out who approves your leaves in your employee handbook. The letter can go to your manager, supervisor, or both manager and HR.
3. Put a professional spin on your salutation
Start off with a professional salutation since this is a formal request. It is better to use official greetings like “Dear [recipient’s last name]” instead of casual ones like “Hi/Hello [recipient’s last name].” It is acceptable practice to use Mr./Ms./Mrs. followed by the last name of your manager or HR executive even if you are familiar with the first name. A good example would be “Dear Mr. Sakib”.
4. Choose a clear subject line
Write the subject line of your CL application letter because it summarizes what you will be writing. The subject line of your letter should be clear and professional so that the recipient understands what the letter is about.
Below are some examples of subject lines that you can use as inspiration:
- Request for a one-day casual leave.
- Casual leave application due to a family member’s illness.
- There needs to be two days of casual leave.
- A request for casual leave.
- Request for casual leave to take care of urgent personal matters.
5. Give your reason for requesting casual leave
In the first paragraph, describe why you are requesting leave and state your reasoning. In doing so, you clarify your intention and make the recipient more comfortable with the information that follows.
6. Specify when your leave begins and end
Provide your manager with a start and end date for your leave after explaining your reasons for requesting it. In your application, you should clearly mention the dates of your leave, even if it is for two days. By doing this, you can avoid confusion and miscommunication with your manager.
7. Describe how work will be carried out during your absence
In the case of your absence, it is always advisable to give your team as much time as possible to prepare. So, you should include in your application letter the name of the person you are delegating your work to, as well as if you are capable of completing your high-priority and time-sensitive projects on time. You should be aware that if you are taking a CL for some emergency purpose, you must include that you will be available on the phone to answer any questions and that you will make sure you check your emails on a regular basis.
8. Don’t forget to give your contact info
Give your manager your personal details, including your phone number and email address, so he or she can reach you if anything goes wrong.
9. Feel free to send your gratitude
If you give short notice for taking a CL, apologize to your manager if you do so. If you are thankful that your manager has understood your situation, thank them personally.
10. Put a bow on your application letter
In general, a formal closing salutation should be used at the end of your letter. Here are some salutations that you can choose from:
- Sincerely
- Best wishes
- Yours truly
- Regards
11. Consider including a signature
In the case that you are sending your application via email, please write your name below the closing statement. On the contrary, if you are handing out a printed letter, you should add your signature below the closing salutation. In addition, you should type your name at the bottom of the letter if it is printed.
Tips For Writing An Application For Casual Leave:
If you are writing a CL application, here are a few tips to keep in mind:
Don’t forget to submit the letter on time:
It is important to inform your manager at least one day in advance that you plan to take casual leave. Due to this, they will be able to prepare for and work on pending work while you are away as a result.
Ensure that your language is formal and professional
It is imperative that you use formal and professional language when you ask for casual leave as it is a formal document.
Short and sweet is the key
Ensure that only the necessary information is stated, such as the dates of leaving and resuming work, as well as the reason for taking a leave of absence.
Take the time to proofread your application
Ensure that you reread your leave application before you send it in order to ensure that it is free of all mistakes in punctuation and spelling. If you make any grammatical errors in your letter, it will look unprofessional and may even cause confusion for the reader.
Casual Leave Application Examples
If you are planning to create your own casual leave application letter, here are some examples you can use as inspiration when you are drafting it:
Example 1: Email
Subject: Application for Casual Leave
Dear Mr./Mrs. {Recipient’s Name},
This is to inform you that, I have an important personal matter to attend at my hometown due to which I will not be able to come to the office from {start date} to {end date}.
To handle my unattended work, I have discussed and delegated my tasks to {person’s name} & have instructed them to call me for any help during my absence.
Therefore, I will be obliged if you consider my application for approval.
Yours Sincerely,
{Your Name}
Designation
Signature
Example 2: WhatsApp Message
Dear Sir/Madam,
Today I need a casual leave from the office due to some very important domestic work. So please accept my leave for today dated {date here}.
Thank you,
{Your Name}
Designation
Signature
Example 3: SMS for Half-Day Casual Leave
Good Morning
Dear Sir,
I hope you are well.
I wanted to inform you that I have to drop my wife off at her mother’s place as her mother is very sick. Due to this, I will get a little late for the office today. So kindly grant me half-day leave. Thank you.
Regards,
{Your Name}
Designation
Signature
Example 4: Handwritten Letter to HR
Date (Date on which letter is written)
To,
_____________
_____________
Sub:___________________________________
Dear _____________,
This is to bring to your kind attention that my ____________ is suffering from ___________ and I need to take ________ to the doctor for Casual tests. ____________ is already complaining of pain in ________ and needs immediate Casual attention for the same. For this purpose, I need to take a leave from office for ___ days.
In my absence, _____________ will take care of my clients also. I am always available on my mobile if you need any assistance.
I hope you will consider my application and grant me leave for _________ days.
Thanking you,
Yours sincerely
{Your Name}
Designation
Signature
Wrapping up
Casual leave days are granted due to illness, minor accidents, or some other urgency that keeps the employee from performing their duties at the workplace. Every worker shall be entitled to casual leave with full wages for 10 (ten) days in a calendar year. Such leave shall not accumulate and shall be carried forward to the next year.
In Bangladesh, if an employee remains absent without warning for more than 10 days, the employer can have been released from service on and from the date of such absence, that is if the employer had enquired about the reason for the employee’s absence.
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FAQs
A casual leave application is a formal request submitted to your employer or manager when you need to take time off from work for unforeseen situations or urgent personal matters.
To improve your chances of approval, submit your application on time (at least one day in advance), use formal and professional language, keep it concise, proofread carefully, and follow your company’s casual leave policy.
Yes, if your organization uses a smart HR solution like Tipsoi, you can apply for casual leave through the app and get it approved quickly. The system may also notify your supervisor if you are absent without applying for leave, as it is often connected to a biometric attendance system.
In Bangladesh, every worker is entitled to 10 days of casual leave with full wages in a calendar year. These leaves do not accumulate and cannot be carried forward to the next year.
If you are absent without leave for more than 10 days and your employer has inquired about the reason for your absence, they can terminate your employment from the date of such absence.
