Leave Application PDF & Word

What is a government leave application?

It is the written request an employee submits to the competent authority to avail sanctioned leave, specifying the type, duration, and reason. The approved application is the authority on which leave is debited from the employee's leave account and on which pay and charge arrangements are organised during the absence.

What types of leave can I apply for?

Government employees may apply for several categories of leave, each with its own rules and pay implications. The commonly used types are:

• Casual leave: short, limited duration leave for personal reasons
• Earned leave: accumulated paid leave credited over service
• Medical / disability leave: for illness, supported by a medical certificate
• Maternity leave: for female employees around childbirth
• Extraordinary leave: leave without pay, used when no paid leave is available

What should a complete application include?

A complete and acceptable application states every detail the sanctioning authority needs to decide the case. Make sure it contains:

• Type of leave requested (casual, earned, medical, etc.)
• Exact starting and ending dates, and the total number of days
• Clear reason for the leave
• Arrangement for charge handover during the absence
• Medical certificate, where the leave is on health grounds
• Address and contact details during the leave period

What documents are required?

The supporting documents depend on the type of leave being requested. In most cases you will need:

• Medical certificate from an authorised medical officer (for medical leave)
• Prior intimation or duty certificate, where applicable
• Charge-handover note for long absences
• Supporting evidence relevant to the reason (e.g. maternity, examination)

How do I submit the leave application?

Follow these steps to get the leave sanctioned without back and forth:

1. Download the leave application in PDF or Word from this page.
2. Fill in your particulars and the leave details (type, dates, reason).
3. Attach the medical certificate for medical or maternity leave.
4. Specify the charge handover arrangement if you will be absent long.
5. Submit through your immediate superior for approval.
6. Keep a copy of the sanctioned application for your leave record.

Where do I submit the application?

Submit the application through your immediate superior or the head of office, who forwards it to the competent sanctioning authority. Once sanctioned, the leave is communicated to the office that maintains your leave account and pay record so that salary and leave balances are updated correctly.

Important tips to avoid rejection or pay issues

Leave applications are most often returned or delayed for avoidable reasons. Keep these in mind:

• Apply in advance whenever possible, especially for long leave.
• For medical leave, attach a certificate from an authorised medical officer.
• State the exact dates, an approximate duration causes pay errors.
• Arrange charge handover so the office is not left unattended.
• Keep a copy of the sanctioned application to reconcile your leave balance.