How To Write An Annual Leave Application

Work requires a significant commitment in terms of time and effort. While you might find joy in performing your duties, it is not uncommon to burn out. When this happens, you might require time away from your workspace to relax, recharge, and prepare for new projects. This is when an annual leave request letter could come in handy.

An annual leave letter is a formal document written to your employer requesting time off work. It details relevant information such as the reason for the leave and absence and resumption dates. Unlike other leave request letters, this letter mentions your entitlement to take annual leave.

This article outlines how to communicate your leave request with your employer.

What to Include in an Annual Leave Letter

Once a year, every employee gets considered for an extended, paid leave. This time, which they might have accrued over a period, is called an annual leave. It is often included in your employment contract and is an entitlement. To take advantage of this opportunity, you should ensure your request letter has the following details:

  • Recipient Address – Place the company address at the top of your letter.
  • Date – Include the date you drafted the letter.
  • Subject Line – Use a brief phrase to inform the reader of the nature of your letter.
  • Body – If you have a previous meeting with the reader where you discussed your leave, begin your letter by mentioning it. Explain how long you will be away from work and provide exact dates. It is also prudent to mention how you plan to handle any crucial projects during your absence. Additionally, always include a brief description of your leave reasons.
  • Sender’s Details – Finally, close the letter with a note of thanks, your contact information, name, and job title.

Writing Tips for an Annual Leave Letter

Although you are entitled to an annual leave, you still need to discuss your plans with your employer. It would be highly unprofessional to just not show up to work for weeks. The following tips should help you properly communicate your leave request:

  • Use the appropriate salutation.
  • Mention your reason for writing in the first paragraph
  • Include exact dates for when you will leave and resume work
  • Mention, but don’t explain, your purpose for the absence
  • Keep your letter short and to the point.
  • Use a polite and professional tone.

Annual Leave Request Letter Format


{HR Manager’s Name}

{Company Name}

{Company Address}

{City, State, Zip Code}

Re: Annual Leave Request

Dear {Mr./Mrs. Ms. Last Name},

I am writing to inform you that I wish to go on leave this {season}. As my annual leave quota is unused, I wish to redeem it to {reason for taking leave}. I plan to be away from work from {leave date} to {resumption date}.

Before I leave, I plan to {briefly describe work plan}. I have also made arrangements with {colleague/supervisor name} to handle any new projects on my behalf.

Due to the nature of my leave, I will be unable to take any calls. Kindly forward any crucial information to my email, {email address}.

Thank you for your time and consideration.


{Your Name}

{Job Designation}

Sample Annual Leave Request Letter

9 November 2030

Avery Williams

AB Solutions

211 Jared Street

Wilmington, NC 54321

Re: Annual Leave Request

Dear Ms. Williams,

I am writing to inform you that I will be taking time off work for my annual leave. As my leave allocation for this year remains unused, I wish to redeem it to go on vacation with my wife. My suggested dates are 17 November 2030 to 17 December 2030.

Following discussions with my supervisor, I will be taking on extra projects for the next week. This is to ensure my absence does not cause exigencies in the office.

During my trip, I will not be available to answer any calls. Kindly forward any crucial messages to my email,

Thank you for your time and consideration.


Paul Wesley

Sales Representative

Annual Leave Request Letter (Word Template)

File Format
  • MS Word


An annual leave request letter is unique in that it highlights your right to take annual leave, as provided in your employment contract. When drafting it, you should use confident but polite and professional language. Provide exact details without explaining your reasons at length.

If your absence will affect other people in your department, you should mention how you plan to remedy the situation. This could include enlisting the help of a colleague or completing your projects early. Finally, always send in your letter at least a few weeks before you are set to leave.

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