Formal Letter Format for Leave Application for School – Writing Instructions and Samples

Applying for leave in school requires proper etiquette and a formal letter format that clearly communicates your reason for absence. Whether you’re a student or a parent writing on behalf of a child, a well-written leave application for school shows responsibility and respect for school rules.

In this guide, you’ll learn how to write a perfect leave letter for school, understand its structure, and find ready-to-use sample leave applications for different situations like illness, family events, and emergencies.

What Is a Formal Leave Application for School?

A formal leave application for school is a written request sent to the class teacher or principal to inform them about a student’s planned absence. It serves as a record of absence and helps teachers maintain attendance records.

It’s usually written by:

• Students (for short leaves)
• Parents or guardians (for longer or medical leaves)

Why Writing a Proper Leave Application Matters

Writing a formal leave letter helps in:

• Maintaining school discipline and attendance records
• Informing teachers in advance
• Avoiding penalties for unnotified absence
• Building communication etiquette for future official writing

Formal Letter Format for Leave Application for School

Here’s the standard format every student should follow while writing a school leave letter:

1. Sender’s Details (Top Left Corner)

• Name of the student
• Class and section
• Roll number
• Date

2. Receiver’s Details

• The Principal / Class Teacher
• Name of the School
• School Address

3. Subject Line

A short and clear statement, for example:

Subject: Application for Leave Due to Fever

4. Salutation

Start formally:

Respected Sir/Madam,

5. Body of the Letter

This section should be concise and polite. It includes:

• Reason for leave
• Duration of absence
• A note of request for permission

Example:

I am suffering from fever and the doctor has advised me to take rest for three days. Kindly grant me leave from October 9 to October 11, 2025.

6. Closing

End respectfully:

Thanking you,
Yours obediently,
(Name of the Student)
Class: X-A
Roll No: 15

Format for Writing a School Leave Letter

Leave letters to fall under the formal category. Therefore, the format of a formal leave letter is exactly the same as any other formal letter. Use professional/formal English language when writing a leave of absence letter in English.

• Start with the address of the receiver, as this is often given directly to the person concerned.
• It is important to mention the date, as it will indicate when the letter was written.
• Next is the subject. The subject should be as exact as possible.
• Use a polite salutation
• In the body of the letter, you should clearly state the reason you are applying for leave as well as the duration of your leave.
• Keep the tone neutral throughout the letter.
• Keep it short and to the point. Avoid long, winding sentences that could confuse readers or make the letter seem confusing.
• Before you send it, proofread, edit, and correct any spelling or grammatical mistakes.
• If necessary, attach any additional documents. For example, medical certificate, on duty certificate, etc.

Here are some sample letters for leave applications

You have been asked to send a request for leave to the principal. Here’s what you need to do. When you write a leave application, be concise and honest. Also, include enough information to explain your reasons for being absent. For a better understanding on the format for writing a school leave application, take a look at the examples below.

Leave Application 1 – Leave Letter to Principal – To Participate in the National Level Literary Competition

The Principal
Holy Angels High School
Bangalore – 560025
25th September, 2020

Subject: Leave application to participate in the National Level Literary Competition

Respected Maam,
I am Susan Caro, student of Class X C. I have won first place in the Elocution competition and have been selected for the next level of competitions that will be held in New Delhi. The National Level Competition will be held from the 3rd to the 7th of October. I will have to report to the venue at 9 am on October 3rd.

I request you to kindly grant me leave for a week (2.10.2020 – 8.10.2020). I will make sure to take note of all the lessons and complete the work that will be given during my absence.

Thanking you
Yours faithfully,
Susan Caro

Leave Application 2 – School Leave Letter Format – Sick Leave

The Principal
DAV Matriculation Higher Secondary School
Mysore – 570045
May 6, 2021

Subject: Sick leave request

Respected Sir,
My son Keshav has been admitted at KIMS Hospital due to severe food poisoning and fever. The doctor has advised him to take complete rest at least for a week. He has become completely weak and anaemic.
I request you to kindly understand our situation and grant him leave for a week from May 7th to May 12th. I am attaching the medical certificate for your reference. I will make sure that he completes all the assigned tasks once he gets back to school.

Thank you
Yours sincerely,
Sheela Raj

Leave Application 3 – Letter to Principal for Leave – Going Out of Station

The Principal
Perks Matriculation Higher Secondary School
Coimbatore – 641056
02.08.2021

Subject: Leave request for going out of station

Respected Sir,

I am Adharsh, a student of Class VII B. As my brother is getting married on the 5th of

August (Thursday), I will have to leave along with my family tomorrow (3rd August) to Kerala. I will be returning to Coimbatore on the 9th of August (Monday). I would be highly obliged if you could kindly grant me leave for a week (03.08.2021 – 09.08.2021). I will make sure to find out the lessons completed during the week and submit all of them in a week’s time.

Thanking you

Yours faithfully,
Adharsh
Class VII B
Roll No. 12

Leave Application 4 – Letter of Absence

The Principal
Nehru Vidhyalaya
Malda – 732101
West Bengal
05/12/2021

Subject: Letter of Absence

Respected Sir,

I am Dennis, the father of Renita (a student of Class VIII C). This is to inform you that my daughter met with an accident on her way to school today morning, and she is admitted at Hem Hospital. She has been injured badly, and the doctors are doubting possible fractures as well.

I request you to kindly excuse her absence from school until she recovers completely. I will take the help of her teachers and friends to keep track of the daily lessons and tasks. I will also provide the medical certificates when she gets back to school.

Thank you in advance for understanding.

Yours faithfully,
Dennis A

Other Common Leave Application Samples

1. One-Day Leave Application

Subject: Application for One-Day Leave
I have to attend a family function tomorrow, so please grant me leave for one day on October 9, 2025.

2. Leave Due to Family Function

Subject: Application for Leave Due to Family Function
I will be attending my cousin’s wedding on October 10–11, 2025. Kindly grant me leave for two days.

3. Leave Due to Outstation Travel

Subject: Leave Application for Outstation Trip
I am traveling with my family to Chennai and will not be able to attend school from October 8 to October 12, 2025. Please grant me leave for the mentioned days.

Tips to Write an Effective Leave Application

• Be polite and concise.
• Always mention exact leave dates.
• Use a formal tone — avoid slang or emojis.
• Include reason clearly but keep it short.
• End with thankfulness and respect.

Frequently Asked Questions about Leave Application for School

A formal letter for leave application for school is an important communication skill every student should master. Following the correct letter format, using polite language, and being specific about dates and reasons ensures that your request is accepted smoothly.

Whether you’re applying for a day’s leave or an extended absence, these samples and writing tips will help you craft a perfect letter every time.