Top 10 Professional Leave Application Email Formats (Easy, Simple & Ready to Use)
November 27th, 2025
Friends, what medium is used for written communication in your office?
By written communication, I mean: which medium do you use to share information in writing? WhatsApp messages, letters, or emails?
In my office, we use emails—and honestly, in almost all offices, emails are the primary medium. But here’s the important question: how many of us actually know the proper, correct steps of email writing?
That’s exactly what today’s lesson is about.
In today’s lesson, we’ll learn five steps to write a brilliant email. What are those five steps, in the right order, that we should use so that we shine bright at work?
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First, let’s understand what those five steps are.
Step 1: Salutation
Salutation simply means greeting someone—like Hello, Hi, etc.
Step 2: Opening Sentence
This is your very first sentence when you start an email.
Step 3: Body of the Email
This is the most important part of the email—the main information.
Think of it this way: where is the most important part of our body? Where all the functions happen? The torso.
Similarly, an email also has a torso—the body of the email—where all the important information lives.
Step 4: Closing Sentence
This is the opposite of the opening sentence—the last sentence of your email.
Step 5: Signature
By signature, I don’t mean the handwritten signature you put on papers. I mean your name at the end of the email.
Now we’ll see how to follow these steps and which phrases you can use to write a perfect, brilliant email. After that, I’ll show you an email that I’ve written for today’s lesson.
I’d also like you to grab a pen and paper and write an email using these same steps.
So let’s begin with the first step: Salutation.
Step 1: Salutation
You can write:
Good morning, Mr. Last Name.
I’ve often seen people write emails to me saying, “Good morning, Mr. Hriday.”
Now tell me—Hriday is my first name or last name?
Hriday is my first name, so the correct way would be Good morning, Mr. Sharma, because that’s my family name.
We always use the last name after Mr.
Or you can say:
Hello, Ms. Last Name.
We do not write Mrs.
Now you might say, “But Hriday, this is ‘Miss’.”
No—it’s pronounced Ms.
Please repeat after me: Ms. (ends with a “z” sound)
For female colleagues, professionally, we don’t use Miss or Mrs.
We use Ms. + Last Name.
For example: Ms. Sharma.
Next option:
Dear Ms. Last Name
You can also use Dear in your salutation.
Another interesting modern style is:
Mr. Last Name, a very good morning.
Here, you write the name first and then add the greeting.
Or you can say:
Hey, First Name
This is slightly casual, so you can use it with professional friends at work.
For example: “Hey Hriday, just dropping by to let…” and then continue the email.
So these are some phrases you can use for the salutation.
Step 2: Opening Sentence
This is the first sentence of your email. With this sentence, you basically acknowledge the other person.
Some useful phrases:
-
I hope you had a great start to the week.
You can use this on Monday or anytime early in the week. -
I trust you are doing fine.
This means you hope the person is doing well—mentally, physically, overall. -
I hope you are all fun and frolic.
A very rhythmic phrase. Fun and frolic means healthy and cheerful. -
I hope this email finds you well.
Meaning: when you read this email, you’re in good health, good mindset, relaxed, etc.
Step 3: Body of the Email
As we discussed earlier, the most important part of the email is the body.
You can start the body with:
-
I am reaching out about…
This means: I am writing this email because of this reason—leave, information, presentation, meeting, etc. -
I am getting back to you about…
Getting back is very important here. It means the other person emailed you earlier, and now you’re replying on the same topic. -
This is to follow up from…
Used when you’re continuing the same discussion in an email thread and adding more information. -
As discussed in the foregoing discussion…
Foregoing discussion means a previous discussion we had. This email refers to that earlier conversation.
These are some phrases related to the body of the email.
Step 4: Closing Sentence
This is the final sentence of your email.
Some useful phrases:
-
I look forward to hearing from you.
Many people write “I look forward to hear from you”—that’s grammatically incorrect.
Remember: after look forward to, always use verb + ing. -
I look forward to hearing from you soon.
-
Looking forward to a prompt response.
Prompt means quick. We expect a timely reply.
Email etiquette teaches us that when you receive an email, you should ideally respond within five minutes—depending on the situation, of course.
Step 5: Signature
This is the ending of your email.
You can write:
-
Best wishes
-
Yours sincerely (very formal)
-
Have a pleasant day ahead
-
Best (simple and safe)
-
Best off everything
-
Cheers (very casual, fun, positive energy)
-
Sending you positive vibes (innovative and interesting)
These are some signatures you can use in daily written communication.
Sample Email Example
Now let’s look at an important email written by Hriday.
Subject: Leave Application – Hriday Sharma
In this lesson, we didn’t focus on the subject line because our focus was on the main body of the email.
Here’s how the email goes:
-
Dear Mr. Roy → Salutation
-
I hope you have had a great day so far. → Opening sentence
-
I hereby would like to inform you that… → Body starts here (reason for leave)
-
I look forward to receiving your approval soon. → Closing sentence
-
Yours sincerely, → Signature
Notice how receiving also uses –ing, just like hearing earlier.
Top 10 Leave Application Email Formats for Office
1. One-Day Leave Application (Simple & Clear)
Subject: Leave Request for One Day
Hi [Manager Name],
I would like to request a one-day leave on [Date] due to some personal work. I have completed my pending tasks and informed my team about today’s workflow.
Thank you for understanding.
Regards,
[Your Name]
2. Sick Leave Email for Office
Subject: Sick Leave for [Date]
Hi [Manager Name],
I am feeling unwell and will not be able to come to the office today, [Date]. I will rest and recover so that I can rejoin tomorrow.
I will update you if my condition changes.
Thanks,
[Your Name]
3. Medical Leave with Doctor Appointment
Subject: Leave Request for Medical Appointment
Hi [Manager Name],
I have a doctor appointment on [Date] and need to take the day off for my check-up.
I will complete my tasks before or after the leave as required.
Regards,
[Your Name]
4. Emergency Leave Application (Urgent)
Subject: Request for Emergency Leave
Hi [Manager Name],
I need to take urgent leave today due to an unexpected personal emergency. I apologize for the short notice.
I will stay available on phone for any quick updates.
Thanks for your support,
[Your Name]
5. Leave for Family Function
Subject: Leave Request for Family Function
Hi [Manager Name],
I am requesting leave from [Start Date] to [End Date] as I must attend a family function.
I will complete my responsibilities before leaving and ensure a smooth workflow.
Thank you,
[Your Name]
6. Work-from-Home Request
Subject: Work-from-Home Request
Hi [Manager Name],
I would like to request work-from-home on [Date] due to [Reason]. I will be available online throughout the day.
Kindly approve.
Thanks,
[Your Name]
7. Vacation Leave (Planned Leave)
Subject: Request for Planned Leave
Hi [Manager Name],
I would like to apply for vacation leave from [Start Date] to [End Date]. This leave was planned earlier, and I have handed over my tasks to the team.
Please approve the leave.
Regards,
[Your Name]
8. Half-Day Leave Application
Subject: Request for Half-Day Leave
Hi [Manager Name],
I need a half-day leave tomorrow, [Date], as I have some personal work in the first half/second half.
I will be available after that.
Thanks,
[Your Name]
9. Leave for Personal Work
Subject: Leave for Personal Work
Hi [Manager Name],
I want to apply for leave on [Date] due to some personal work that requires my attention.
I will resume work the next day.
Thanks & Regards,
[Your Name]
10. Long Leave Application (3–10 days)
Subject: Request for Long Leave from [Start Date] to [End Date]
Hi [Manager Name],
I am requesting leave from [Start Date] to [End Date] due to [Reason].
I will finish my current tasks and delegate remaining work to the team.
Kindly approve my leave request.
Thank you for your understanding.
Regards,
[Your Name]
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Final Practice & Tip
Now I want you to pick up a pen and paper and write a hypothetical (imaginary) leave application using this same structure.
Important tip:
Always maintain even spacing in your email.
After salutation, opening, body, closing sentence, and signature—spacing should be equal everywhere.
Uneven spacing makes the structure look messy and unprofessional.