Need a day off from work but not sure how to ask for it? Don’t worry – writing a casual leave application is easier than you think!
Whether it is for a personal errand, a family need, or just some time to recharge – a well-written application can help you get your leave approved.
In this blog, we will guide you through simple CL application format and examples to help you write the perfect casual leave application. From what to include to how to maintain the right tone – our guide covers everything.
So, if you have been stressing about how to write that perfect leave request – let’s make it easy together!
What Is Casual Leave?
Let’s start with understanding the meaning of casual leave.
Basically, it is a type of leave granted to employees for personal reasons, such as – attending to urgent matters or taking a short break. It is typically limited in number and doesn’t require providing a detailed reason for the absence.
Understanding the meaning of casual leave is important – as it helps employees know when and how they can use this leave without affecting their work or performance.
List of Casual Leave Reasons for Office
Wondering what to include in your leave request? Here’s a casual leave reasons list to help you decide when it is appropriate to take time off from work.
- Personal errands
- Family emergencies
- Medical appointments
- Feeling unwell
- Attending a wedding
- Moving houses
- Religious observances
- Celebrating a special occasion
- Car problems
- Unexpected travel needs
These casual leave reasons for office are common and easy to explain.
Benefits of Casual Leave
Casual leave offers flexibility and balance for both employees and employers. Here are the benefits for each:
For Employees:
- Allows quick time off for personal reasons.
- Reduces stress by managing urgent matters.
- Provides work-life balance.
- No need for lengthy explanations.
For Employers:
- Promotes employee satisfaction and retention.
- Encourages a healthy work environment.
- Helps maintain productivity with occasional breaks.
- Supports overall well-being of employees.
How to Apply for a Casual Leave?
Applying for casual leave is a straightforward process. Here’s how to apply for casual leave in just a few simple steps:
- Check the leave policy: Before applying, review your company’s leave policy to understand how many casual leaves you are entitled to.
- Complete the casual leave form: Most companies have a casual leave form. Fill out the form with accurate details, including your name, department, and the dates you wish to take off.
- Write an application: If you need to write an application form for casual leave, keep it simple and polite. Mention the reason briefly and the duration of your leave.
- Notify your supervisor: Inform your manager or supervisor about your intention to take leave. This could be through email, phone call, or in person, depending on your office’s procedure.
- Submit the leave application: Submit the completed casual leave form or the written application. Make sure it is submitted well in advance, if possible, to allow enough time for approval.
- Wait for approval: Wait for confirmation. Once approved, ensure to update your calendar or work schedule.
What is a Casual Leave Application?
A casual leave application is a formal request made by an employee to take short-term leave from work for personal reasons. It can be submitted through a casual leave CL application in office – where you have to mention the reason and the dates you need off. The application should be brief, polite, and straightforward – guaranteeing that it aligns with the company’s leave policy and is submitted in advance for approval.
Why Should You Write a Leave Application for Casual Leave?
Writing a leave application for casual leave is important for maintaining professionalism and clear communication. Here’s why you should always submit one:
- Professionalism: A casual leave letter maintains professionalism by formally requesting time off. It shows that you respect workplace norms.
- Clear communication: Writing a casual leave request helps avoid misunderstandings. It clearly states the dates and reasons for your absence, ensuring everyone is on the same page.
- Documentation: An office casual leave application provides a written record of your leave. This helps keep track of your attendance and ensures proper leave balance management.
- Approval process: Submitting an employee casual leave application is necessary for obtaining formal approval. It allows managers or HR to plan and manage resources effectively.
- Avoids last-minute issues: Writing a leave application in advance helps avoid last-minute complications. It gives your employer time to adjust workloads and responsibilities during your absence.
- Company policy: Many companies require an office casual leave application for every absence. It guarantees that you comply with internal processes and policies.
How to Write an Application for a Casual Leave?
Writing an application for casual leave is simple. It helps maintain professionalism and guarantees your leave is properly documented. Here’s how to write casual leave application:
- Start with a proper salutation: Begin your leave application by addressing your supervisor or manager. Use a respectful greeting like “Dear [Manager’s Name].”
- State your purpose clearly: Mention the reason for your leave in a concise and clear manner. Whether it’s for personal reasons, a family matter, or any urgent task, keep it brief.
- Include the dates of leave: Clearly mention the start and end date of your leave. Be specific to avoid confusion.
- Mention the duration: Specify how many days of leave you’re requesting. This helps your manager plan the work accordingly.
- Be polite and professional: Keep your tone polite and professional throughout the application. Avoid using casual language.
- Offer to assist with work arrangements: If possible, offer to help in any way before you leave, such as completing pending tasks or handing over work.
- Sign off: End the application by thanking your manager for their understanding. Sign off with a formal closing like “Sincerely” or “Best regards.”
Note:
If you are sending an email for casual leave, keep the same format. Just make sure you have a clear subject line, such as “Request for Casual Leave.”
By following these steps, you can effectively write a casual leave application – guaranteeing both clarity and professionalism in your request.
Casual Leave Format for Office
Here is a rough email format for writing a casual leave request:
Subject Line:
Request for Casual Leave
Greeting:
Dear [Manager’s Name]
Opening Statement:
Briefly introduce the purpose of your email. Mention that you are requesting casual leave.
Body:
State the specific dates of leave and the duration (e.g., number of days).
Briefly mention the reason for your leave.
Offer assurance about task management, such as completing work beforehand or delegating tasks during your absence.
Closing Statement:
Thank the recipient for their understanding and support.
Sign-Off:
“Best regards” or “Sincerely”
Add your full name and job title (if necessary)
This application for casual leave format ensures your email is clear, concise, and professional.
Casual Leave Template
Now that you have a casual leave letter format, here is a simple template to help you get started.
Subject: Request for Casual Leave on [Date(s)]
Dear [Manager’s Name],
I hope this message finds you well. I am writing to request casual leave for [number of days] from [start date] to [end date] due to [brief reason, e.g., personal reasons, medical appointment, or family commitment].
I will make sure that all my ongoing tasks are either completed or handed over to a colleague before my leave. Please let me know if there’s any additional information or arrangements needed from my end.
Thank you for considering my request. I look forward to your approval.
Best regards,
[Your Full Name]
[Your Position]
[Contact Information]
Note:
You can easily customize this casual leave request mail template to write your own.
Casual Leave Application Samples – 11 Examples
Here are a few customizable application for casual leave samples that you can use.
Sample 1: Simple Casual Leave Application
Here is an easy sample for one day casual leave application for office.
Subject: Casual Leave Request for [Date]
Dear [Manager’s Name],
I would like to request casual leave for today, [Date], due to personal reasons. I assure you that all my tasks are up to date, and I will attend to any pending work upon my return.
Thank you for your understanding.
Best regards,
[Your Name]
Sample 2: CL Application for Govt Employee
If you are a government employee and want to write a casual leave letter for office, use this sample.
Subject: Request for Casual Leave
Dear [Manager’s Name],
I am writing to inform you that I require one day of casual leave on [Date]. As per the guidelines for government employees, I have guaranteed all my current tasks are completed or handed over to a colleague.
Thank you for considering my request.
Regards,
[Your Name]
Sample 3: Application for One Day Casual Leave for Medical Emergency
Here is a basic one day casual leave application for medical emergencies.
Subject: Medical Emergency Casual Leave Request
Dear [Manager’s Name],
I am experiencing a sudden medical emergency and need to take a day off today, [Date]. I request your approval for casual leave. I will remain available for any urgent queries if needed.
Thank you for your understanding.
Best,
[Your Name]
You can easily customize this one day CL application as per your requirement.
Sample 4: Casual Leave Application for Office for Personal Reason
Here is another 1 day casual leave application. But this one is for personal reasons.
Subject: One Day Casual Leave Request
Dear [Manager’s Name],
I am requesting one day of casual leave on [Date] for personal reasons. I will make sure to manage any urgent tasks remotely if required. I’ll be back at work the following day.
Thanks for your support.
Sincerely,
[Your Name]
Sample 5: Half Day Casual Leave Application for Urgent Matter
You can also use this casual leave mail to manager sample to demand a half-day leave.
Subject: Request for Half-Day Casual Leave
Dear [Manager’s Name],
I need to take half a day’s casual leave today, [Date], due to an urgent personal matter. I will be available post-lunch for any necessary work. Please approve this request.
Best regards,
[Your Name]
Also Read - Half Day Leave Application for Office: Format & Samples
Sample 6: Two Days Casual Leave Application for Family
If you want to write a 2 days CL application, use this sample.
Subject: Two Days Casual Leave Request
Dear [Manager’s Name],
I kindly request two days of casual leave from [Start Date] to [End Date] to attend to a family matter. I have made arrangements for the completion of ongoing projects and will resume work promptly.
Thank you for your consideration.
Regards,
[Your Name]
Also Read - Two Days Leave Application for Office: Format & Samples (2025)
Sample 7: Casual Leave Letter for Marriage
If you want to write a 2 days casual leave application for marriage, use this sample.
Subject: Casual Leave for Marriage
Dear [Manager’s Name],
I am happy to inform you that I am getting married on [Date], and I need two days of casual leave, from [Start Date] to [End Date]. I have ensured all critical tasks are taken care of during my absence.
Thank you for your approval.
Best,
[Your Name]
Also Read - How to Write Marriage Leave Application Email to Manager
Sample 8: 3 Days Casual Leave Application
This is another sample application for casual leave letter for a 3-day leave.
Subject: Request for Three Days Casual Leave
Dear [Manager’s Name],
I would like to request three days of casual leave from [Start Date] to [End Date] due to personal commitments. I have informed my team members about my absence and briefed them on important tasks. I will make sure there is no disruption in ongoing projects.
Thank you for your support.
Best regards,
[Your Name]
Sample 9: Compensatory Casual Leave Application
Subject: Request for Compensatory Casual Leave
Dear [Manager’s Name],
I request compensatory casual leave for [Date], as I had to work on a holiday. I have attached the work hours sheet for your reference. Kindly approve this leave.
Thank you.
Best,
[Your Name]
Sample 10: Casual Leave Request SMS
Instead of writing a casual leave application in office, you can also use this SMS request sample.
Hi [Manager’s Name],
I need to take casual leave today, [Date], due to personal reasons. Please approve. Thanks, [Your Name]
Sample 11: Telephonic Message for Casual Leave
Hi [Manager’s Name],
I hope you’re doing well. I would like to request casual leave for today, [Date], due to an urgent personal matter. I will be available on call if anything urgent arises. Please confirm.
Thank you,
[Your Name]
Tips to Write a Casual Leave Application for Office
Writing a casual leave application for office is easy if you follow these simple tips:
- Keep your tone polite and professional.
- Mention the specific dates for your leave.
- State the reason briefly without too many details.
- Use a clear subject line in your casual leave email.
- Offer to manage or delegate your tasks during your absence.
- Submit an application for casual leave well in advance, if possible.
- Always thank the recipient for considering your request.
Things to Avoid When Writing a Casual Leave Application
Avoiding common mistakes when writing a casual leave application ensures a smooth approval process. Here’s what to avoid:
- Don’t use an informal tone in your casual leave mail.
- Avoid giving too many unnecessary details about your leave.
- Don’t submit your request at the last minute unless it’s an emergency.
- Avoid being vague about the leave dates or duration.
- Don’t forget to proofread for errors before sending.
Casual Leave Policy in India
The Casual Leave Policy in India allows employees to take short-term leave for personal or urgent matters without prior notice. The number of casual leave days varies from 8 to 14 days annually.
It is not officially recognized as a type of leave and is not governed by any rules set by the Government of India. The rules for casual leave for office can differ depending on the state, employer, and industry.
Casual Leave Rules in India
Now, let’s learn about the casual leave rules in India:
- Casual Leave Rules for Private Sector Employees
- All companies registered under the Shops and Establishments Act are required to provide 12 days of casual leave each year.
- However, the rules for taking this leave may differ from one organization to another.
- Companies usually provide 12 to 14 days of casual leave annually – based on industry standards and roles.
- The exact number is typically mentioned in the job offer or at the start of the year.
- Most companies limit it to 2-3 consecutive days to avoid disruption in business.
- Casual Leave Rules for Central Government Employees
Central government employees follow the Central Civil Services (Leave) Rules, 1972, which includes casual leave.
- Eligibility: All permanent and temporary employees.
- Accumulation: Up to 8 days of casual leave per year.
- Maximum Limit: Employees can take a maximum of 5 days of leave at once.
- Pay: Casual leave is paid, and salary continues during absence.
- Casual Leave Rules for State Government Employees
State government employees follow their own state rules, often based on the Central Civil Services (Leave) Rules, 1972.
- Eligibility: All permanent and temporary employees.
- Accumulation: Up to 12 days per year – depending on the state.
- Maximum Limit: Up to 5 days of casual leave can be availed at once.
- Pay: Casual leave is paid, with no special allowance.
- Special Casual Leave Rules
Special casual leave in India is granted for specific situations, beyond regular casual leave, to support employees in unique circumstances. Some common types of special casual leave include:
- Special casual leave for Covid-19
- Special casual leave for blood donation
- Special casual leave for trekking
- Special casual leave for election
- Special casual leave for voting
- Special casual leave for cancer treatment
- Special casual leave for chemotherapy
- Special casual leave for flood
- Special casual leave for women’s day
Each company may have its own policy regarding special casual leave, so it is essential to check with the employer.
Casual Leave Calculation Formula
Casual leave calculation is typically based on company policy. A common formula is:
Casual Leave = Total days worked in the year / 12
This formula helps determine the number of casual leave days an employee is entitled to annually. However, it may vary depending on company or state regulations.
Casual Leave Encashment
Casual leave encashment refers to the payment an employee receives for unused casual leave days. However, most companies do not offer encashment for casual leave – as it is meant for short-term, unplanned absences. Policies may vary, so it’s important to check company-specific leave rules for clarity.
Also Read - Leave Encashment Rules: Tax Exemptions Limit, Calculation Formula & More
Earned Leave vs Casual Leave
Here’s a simple table comparing earned leave and casual leave:
| Aspect | Earned Leave | Casual Leave |
| Purpose | Used for planned, long-term breaks like vacations | Used for short-term, urgent personal needs |
| Duration | Typically longer and can be carried forward (12 to 20 days) | Limited to a few days and usually lapses yearly (8 to 14 days) |
| Approval | Requires prior approval and advance notice | Can be applied for on short notice |
| Accrual | Accumulated based on days worked | Fixed number granted yearly |
| Carry Forward | Usually carried over to the next year | Usually not carried forward |
| Examples of Usage | Vacation, medical recovery, or family time | Personal errands, sudden emergencies, or events |
Difference between Casual Leave and Privilege Leave
Here’s a simple table showing the difference between casual leave and privilege leave:
| Aspect | Casual Leave | Privilege Leave |
| Purpose | For short-term personal or urgent needs | For planned, long-term breaks like vacations |
| Duration | Limited to a few days per year (8 to 14 days) | Can be taken for longer durations (15 to 30 days) |
| Approval | Often approved on short notice | Requires prior approval in advance |
| Carry Forward | Usually not carried forward | Can be carried forward to the next year |
| Usage Examples | Errands, medical appointments, emergencies | Holidays, family time, or travel |
Also Read - Privilege Leave: Meaning, Calculation, Encashment Rules in India
Wrapping Up
Writing a casual leave application is a simple task when you follow the correct format and keep your tone professional. Whether it is for a personal errand or an urgent situation – being clear and concise with your request will help in getting approval smoothly.
If you are looking for more opportunities to balance your work and life, check out Hirist – an online job portal where you can easily find the best IT jobs in India.
FAQs
What is a casual leave application form?
An application form for casual leave is a document used by employees to formally request short-term leave for personal or urgent reasons.
What is a special casual leave?
It is a leave granted for specific reasons, such as attending government duties or participating in official activities.
What is the meaning of compensatory casual leave?
It is a leave offered to employees as compensation for working on holidays or weekly offs.
How do I draft a casual leave performa?
A casual leave performa typically includes:
- Employee details
- Leave dates
- Reason for leave
- Manager approval/comments
- Signatures
How many casual leaves can be taken at a time?
You can normally take 1-3 days of casual leave at a time, depending on your company’s policy.
Can maternity leave be combined with casual leave?
Well, it depends on the organization’s leave policy. But most companies do not allow you to combine both leaves.
How many casual leaves are there in a year?
Usually, employees are entitled to 8-14 days of total casual leave in year. However, this can vary depending on the organization’s specific policies.
How many days casual leave in TCS?
As per answers on Glassdoor and Quora – the TCS casual leave policy allows 7-12 casual leaves annually, based on employee grade.
Is casual leave paid or not?
Yes, casual leave is generally paid.
What is the correct casual leave mail format?
The casual leave format for office includes a subject, reason, dates, and assurance of task management.
How many days casual leave for part time employees?
The number of leaves depends on the company policy. But it is generally fewer than what it offered to full-time employees.
Can I take casual leave in notice period?
It depends on your company’s policy. Some companies allow you to take casual leave during notice period, while others may have restrictions.
Can earned leave be combined with casual leave?
No, most companies don’t allow you to combine casual leave with earned leave. But some companies may allow, depending on their policy.
What is casual leave as per Factory Act 1948?
Casual leave as per Factory Act 1948 is not specifically defined. The Act mainly addresses annual leave and sick leave. Casual leave policies are typically set by individual companies or state regulations.
What is the G.O. for special casual leave for COVID-19?
The G.O. grants Covid special casual leave for employees affected by COVID-19 or in quarantine.