Leave Application - sample
John Smith
Sales Executive
Date: 13/11/2026
Mr. David Brown, Sales Manager
Subject: Request for annual leave - 13/11/2026 to 13/11/2026
Dear Mr. David Brown, Sales Manager,
1. I would like to request annual leave from 13/11/2026 to 13/11/2026 (5 working days) because of a family function out of town.
2. According to my records I have 12 days of leave remaining, so this request is within my entitlement. I am making the request in advance so that the work can be planned, and I have checked that I do not have any critical deadline or meeting on those dates that cannot be moved.
How my work will be covered
3. Before I leave, I will complete all tasks that fall due in this period and hand over the rest to Mr. Tom Hardy, with a written note on the status of each task, the deadlines and the contact details of the people involved.
4. I will set up an out-of-office reply with Mr. Tom Hardy's contact details for urgent matters, and I will update my calendar so that no meetings are booked while I am away.
5. If something urgent that no one else can handle comes up, I can be reached on +1 555 0100, although I may not be able to reply at once.
Return
6. I plan to be back at work on 13/11/2026. If I need to change the dates for any reason, I will tell you as early as possible.
Other points
7. If the dates are a problem for the team, I am happy to talk about moving them within reason. I will also take care that my leave does not delay any payroll, client or reporting deadline, and I will leave the key documents in the shared drive.
8. I understand that the leave remains subject to approval and to the company's leave policy, and that I should not book anything that cannot be changed until I receive the approval in writing.
9. On my return I will go through the e-mails and messages that arrived while I was away, catch up with Mr. Tom Hardy, and update my manager on any matter that needs a decision.
10. Please let me know if you need any supporting document for this request, such as travel or event details, a medical note or a copy of an invitation. I will provide it straight away. I have also told the colleagues who work closely with me about my plans, so that they can plan their own work and leave around mine.
I would be grateful if you could confirm whether the leave is approved, so that I can finalise my plans. Thank you for your understanding.
Yours sincerely,
John Smith