Leave Application Format Library: 14 Templates with Filled Examples

Most leave applications in a Central Government office get returned for one of three reasons: the wrong form, missing supporting documents, or vague justification. The applications that get sanctioned in one go are the ones that follow a tight format with the right phrasing for the leave type. This piece collects fourteen of those formats, each with a filled-in example using realistic placeholder details. Copy any one of them, replace the placeholders, attach the supporting documents listed, and the application will pass the establishment section without queries.

The fourteen formats covered: Earned Leave (regular and short-notice), Half Pay Leave (commuted and ordinary), Casual Leave (full day and half day), Restricted Holiday, Maternity Leave, Paternity Leave, Child Care Leave, Medical Leave, Extraordinary Leave, Study Leave, Special Casual Leave, and Leave Extension.

1. Earned Leave (regular)

Subject: Application for Earned Leave from 15.05.2026 to 24.05.2026

Sir,

I request grant of Earned Leave for 10 days from 15.05.2026 to 24.05.2026 (both days inclusive) for attending a family wedding at my home town. My EL balance as on date is 87 days.

During the period of leave, I shall be available at H.No. 42, Sector 7, Faridabad, Haryana 121006, and on mobile +91 98XX XX1234. Charge of my work has been handed over to Shri Suresh Kumar, Section Officer, who will be available in the office during my absence.

I shall be highly obliged if my application is sanctioned.

Yours faithfully,
[Signature]
Ramesh Sharma
ASO, Section P-II
01.05.2026

2. Earned Leave (short notice, within 7 days)

Subject: Application for Earned Leave from 03.05.2026 to 05.05.2026 (urgent)

Sir,

I request grant of 3 days of Earned Leave at short notice from 03.05.2026 to 05.05.2026 (both days inclusive) on account of urgent medical situation of my mother in Patna requiring my immediate presence. My EL balance as on date is 62 days.

I shall be available at +91 98XX XX5678 during the period. Charge has been handed over to Shri Manoj Kumar, ASO.

I regret the short notice and request your kind sanction.

Yours faithfully,
[Signature]
[Name, Designation, Date]

3. Half Pay Leave (commuted on medical grounds)

Subject: Application for Half Pay Leave (commuted on medical grounds) from 10.05.2026 to 24.05.2026

Sir,

I request grant of 15 days of Half Pay Leave, commuted to leave on full pay on medical grounds, from 10.05.2026 to 24.05.2026 (both days inclusive). A medical certificate from Dr Anjali Mishra, AIIMS, dated 02.05.2026 is enclosed. My HPL balance as on date is 145 days.

During the period of leave, I shall be at H.No. 18, Sector 12, Noida, UP 201301 and on mobile +91 98XX XX9012.

Yours faithfully,
[Signature, Name, Date]

Enclosure: Medical certificate dated 02.05.2026.

4. Half Pay Leave (ordinary, on half pay)

Subject: Application for Half Pay Leave on half pay from 10.05.2026 to 24.05.2026

Sir,

I request grant of 15 days of Half Pay Leave (on half pay, not commuted) from 10.05.2026 to 24.05.2026 for personal medical reasons. My HPL balance as on date is 145 days. EL balance is preserved for end-of-career encashment.

I shall be available at +91 98XX XX9012 during the period.

Yours faithfully,
[Signature, Name, Date]

5. Casual Leave (full day)

Subject: Application for Casual Leave on 12.05.2026

Sir,

I request grant of one day Casual Leave on 12.05.2026 for personal work. My CL balance for the year is 5 days.

Yours faithfully,
[Signature, Name, Date]

6. Casual Leave (half day, forenoon)

Subject: Application for half-day Casual Leave (forenoon) on 12.05.2026

Sir,

I request grant of half-day Casual Leave (forenoon) on 12.05.2026 for a brief personal commitment. I shall report at office at 13:30 hours on the same day. My CL balance is 5 days.

Yours faithfully,
[Signature, Name, Date]

7. Restricted Holiday

Subject: Application for Restricted Holiday on 14.04.2026 (Ambedkar Jayanti)

Sir,

I request grant of one Restricted Holiday on 14.04.2026 (Ambedkar Jayanti). I have availed [N] RH so far this year out of the entitlement of 2.

Yours faithfully,
[Signature, Name, Date]

8. Maternity Leave (180 days)

Subject: Application for Maternity Leave from 01.06.2026 to 28.11.2026

Madam,

I request grant of Maternity Leave for 180 days from 01.06.2026 to 28.11.2026 (both days inclusive) under Rule 43 of the CCS (Leave) Rules 1972. Expected date of delivery as certified by my treating doctor is 25.06.2026. The medical certificate from Dr Pooja Mehra, Apollo Hospital, Delhi dated 28.04.2026 is enclosed.

This will be my [first/second] Maternity Leave during service.

During the period of leave, I shall be available at [address] and on mobile [number].

Yours faithfully,
[Signature, Name, Designation, Date]

Enclosure: Medical certificate confirming pregnancy and EDD.

9. Paternity Leave (15 days)

Subject: Application for Paternity Leave from 25.06.2026 to 09.07.2026

Sir,

I request grant of Paternity Leave for 15 days from 25.06.2026 to 09.07.2026 (both days inclusive) under Rule 43-A of the CCS (Leave) Rules 1972. My wife is expected to deliver on or about 27.06.2026. A copy of the medical certificate is enclosed.

This is the [first/second] occasion of Paternity Leave during my service.

During the period, I shall be available at [address] and on mobile [number].

Yours faithfully,
[Signature, Name, Date]

Enclosure: Medical certificate.

10. Child Care Leave (CCL)

Subject: Application for Child Care Leave from 15.05.2026 to 13.06.2026 (30 days)

Madam,

I request grant of Child Care Leave for 30 days from 15.05.2026 to 13.06.2026 (both days inclusive) under Rule 43-C of the CCS (Leave) Rules 1972 read with DoPT OM dated 11.12.2018. The leave is required for accompanying my [son/daughter], aged [age], during the [school exam period / medical treatment / school admission process / other specific purpose].

Total CCL availed so far during service: [N] days. Balance: [730 - N] days.

This is my [first/second] CCL spell in the calendar year (the rule permits 3 spells per calendar year).

During the period of leave, I shall be at [address] and on mobile [number].

Yours faithfully,
[Signature, Name, Designation, Date]

Enclosure: [School calendar / medical certificate / admission letter as applicable].

11. Medical Leave (with medical certificate)

Subject: Application for Medical Leave from 05.05.2026 to 14.05.2026 (10 days)

Sir,

I request grant of 10 days of Medical Leave from 05.05.2026 to 14.05.2026 (both days inclusive) on account of [diagnosis or general "advised rest by treating doctor"]. The medical certificate from Dr [name], [hospital/clinic], dated 04.05.2026 is enclosed. The leave may kindly be debited from my Half Pay Leave account, commuted to leave on full pay on medical grounds.

During the period, I shall be at [home address] under treatment.

Yours faithfully,
[Signature, Name, Date]

Enclosure: Medical certificate dated 04.05.2026.

Note: A fitness certificate from the same treating doctor will be submitted on the joining day before resuming duty.

12. Extraordinary Leave (EOL)

Subject: Application for Extraordinary Leave from 01.06.2026 to 31.08.2026 (3 months) on medical grounds

Sir,

I request grant of Extraordinary Leave for 3 months from 01.06.2026 to 31.08.2026 (both days inclusive) under Rule 32 of the CCS (Leave) Rules 1972. The leave is required on medical grounds for treatment of [condition]. My EL and HPL balances are exhausted (EL: 0, HPL: 0). The medical certificate from the authorised medical attendant is enclosed.

I request that the period be treated as qualifying service for increment and pension under the medical-grounds provision.

During the period of leave, I shall be available at [address] and on mobile [number].

Yours faithfully,
[Signature, Name, Date]

Enclosure: Medical certificate from authorised medical attendant.

13. Study Leave

Subject: Application for Study Leave from 01.07.2026 to 30.06.2027 (12 months) for [course name]

Sir,

I request grant of Study Leave for 12 months from 01.07.2026 to 30.06.2027 under Rule 50 of the CCS (Leave) Rules 1972 for pursuing [course name] at [institution name]. Course details, admission letter, and the bond undertaking as per Rule are enclosed.

The course is in [field], directly relevant to my work in [section/branch] and likely to be of value to the Government on my return.

I undertake to serve the Government for the prescribed period after completion of the course as per the Study Leave bond.

Yours faithfully,
[Signature, Name, Date]

Enclosures: (1) Admission letter; (2) Course outline; (3) Study leave bond.

14. Leave Extension

Subject: Application for extension of [leave type] sanctioned vide [office order no/date]

Sir,

The [Earned Leave / Medical Leave / EOL] sanctioned to me from [date] to [date] vide office order no [ref]/[date] expires on [date]. Owing to [reason - briefly], I request extension of leave for a further [N] days from [next date] to [final date].

A fresh medical certificate / supporting document is enclosed.

I shall be available at [address] and on mobile [number].

Yours faithfully,
[Signature, Name, Date, place from where filed]

Filing tips that apply to all formats

• One application, one purpose. Do not bundle multiple types of leave in one application. File separately if required.
• Date the application. The date stamp of the establishment section becomes the official receipt date; keep your own date on the application as well.
• Keep a printed copy with the receiving stamp. Email-only records are difficult to use as evidence in subsequent CAT proceedings.
• Charge handover. For absences of more than three days, name the colleague who will hold charge. This single line removes one of the most common refusal grounds (operational disruption).
• Address and contact during leave. Mandatory for all categories. Refusals citing “address not given” are routine.

For category-specific deep dives, see Earned Leave: 12 Scenarios, CCL: 12 Sample Applications, and EOL Implications.