Taking earned leave should be a smooth process, right? But here is the reality – before you can take that well-deserved break, you need to submit a leave application and get it approved by your boss. Yes, we are talking about the earned leave application.
Since you have landed on this blog, we are guessing you are looking for a guide to help you write that application, right?
Don’t worry, you are in the right place! In this blog, we will cover everything you need to know – from earned leave rules and calculation methods to step-by-step instructions, formats, and free samples to help you write the perfect application.
Let’s make this process as easy as possible!
What is Earned Leave?
Let’s start with earned leave meaning.
Earned leave is a type of paid time off that employees accumulate based on the number of days they work. It is a benefit provided by companies to allow employees to take time off for rest, personal reasons, or emergencies. The number of earned leave days varies depending on company policies and local labour laws.
Typically, employees earn a specific number of leave days each month – which can be used later in the year. Unlike casual or sick leave – earned leave is accrued over time and can often be carried over to the next year or encashed if unused.
Benefits of Earned Leave
Earned leave provides valuable time off for employees and offers benefits to both employees and employers.
For Employees:
- Allows time for rest and relaxation to avoid burnout.
- Helps manage personal or family emergencies without financial loss.
- Provides a sense of work-life balance.
- Can be carried over or encashed if not used.
- Offers peace of mind knowing paid time off is available.
For Employers:
- Encourages employee well-being and productivity.
- Reduces burnout and improves long-term retention.
- Promotes a healthier work environment.
- Boosts employee morale by providing paid time off.
- Demonstrates a commitment to work-life balance.
How to Apply for an Earned Leave?
Here is a step-by-step guide on how to apply for earned leave:
- Check your leave balance
Before applying, check your earned leave balance. This can usually be done through your HR portal or by asking your HR department.
- Review company policy
Make sure you are aware of your company’s earned leave policies, such as the number of leave days allowed, carry-forward rules, and encashment options.
- Select your leave dates
Choose the leave dates carefully – keeping in mind your work commitments, deadlines, and any team projects.
- Fill out the earned leave application form
Complete the earned leave application form, whether it is an online or paper form. Include details such as your name, requested leave dates, and the reason for taking leave.
- Submit the application
Submit your leave application to your immediate supervisor or manager. This can be done through email, an HR portal, or as a hard copy – depending on your company’s process.
- Attach the necessary documents
If your company requires any supporting documents (e.g., a doctor’s note for medical leave) – make sure to include them with your application.
- Follow up if needed
If you don’t receive confirmation after some time – follow up with your supervisor or HR department to check the status of your request. The sanctioning process typically takes 3 to 7 days.
- Receive confirmation
Once your leave is approved, make sure to get written or verbal confirmation. Keep a record of this for future reference.
Note:
Ideally, apply 7 days in advance for regular leave and 1 month for long leave. Emergency leave can be applied immediately.No documents are needed for short leave (2-3 days). For leave over 5 days – documents like travel tickets or medical certificates may be required.
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What is an Earned Leave Application?
An earned leave application is a formal request submitted by an employee to take time off from work using their earned leave balance. It typically includes details like –
- The employee’s name
- Leave dates
- The reason for the leave
An EL leave application is important for office employees to follow company protocols. Submitting an earned leave application for office guarantees proper documentation and approval from the relevant authorities.
How to Write Earned Leave Application?
If you want to write an earned leave application for office, here are the steps to follow:
- Subject line
The subject of the application should be clear and to the point. Example: “Application for Earned Leave”.
- Salutation
Begin your application with a polite greeting to your manager or supervisor. Use “Dear [Manager’s Name],” or “Respected [Manager’s Name],”
- State the leave request
In the first sentence, state your request for earned leave. Mention the specific dates you plan to take leave: “I am writing to request earned leave from [start date] to [end date].”
- Reason for leave (optional)
If your company requires a reason or you feel it’s necessary to provide one, include a brief explanation. This is optional, and you can skip it if the reason is not required.
- Request for approval
Politely ask for the leave to be approved by your manager or supervisor. Example: “I kindly request your approval for this leave.”
- Closing statement
End the application by thanking the recipient for their time and consideration. Example: “Thank you for your attention to this matter.” or “Looking forward to your approval.”
- Signature
Close with a professional sign-off, followed by your name and position. Example: “Sincerely, [Your Name], [Your Position].”
Earned Leave Letter Format
Here is the rough earned leave letter format that you can follow.
Subject:
“Application for Earned Leave”
Salutation:
“Dear [Manager’s Name],”
Body of the letter:
- Introduction: Request for earned leave with dates.
- Reason (optional): A brief explanation of why you are taking the leave (if necessary).
- Request for approval: Politely ask for the leave to be approved.
Closing:
Thank the recipient for considering your request.
Signature:
“Sincerely,”
[Your Name]
[Your Position]
Earned Leave Application Samples
Now, let’s take a look at a few earned leave application samples that you can customize and use.
Sample 1: Simple Earned Leave Application
Subject: Application for Earned Leave
Dear [Manager’s Name],
I would like to request earned leave from [start date] to [end date] due to [reason, if any]. Kindly approve my leave request at your earliest convenience.
Thank you,
[Your Name]
[Your Position]
Sample 2: Detailed Earned Leave Application
Here is a detailed sample you can use to write an earned leave application.
Subject: Application for Earned Leave from [Start Date] to [End Date]
Dear [Manager’s Name],
I hope you are doing well. I am writing to request earned leave from [start date] to [end date]. The reason for my leave request is [reason, if any, e.g., personal reasons, medical emergency, family matters, etc.].
I have checked my earned leave balance and confirmed that I have sufficient leave days available to cover the requested period. Please let me know if you need any additional information or documentation for the approval process.
I kindly request your approval for this leave. I will make sure that all my pending tasks are completed or handed over to a colleague before my leave begins, and I will remain available for any urgent matters during my absence.
Thank you for considering my request. I look forward to your approval.
Sincerely,
[Your Name]
[Your Position]
[Your Contact Information]
Sample 3: Application for Earned Leave on Medical Ground
Subject: Application for Earned Leave Due to Medical Reasons
Dear [Manager’s Name],
I am writing to request earned leave from [start date] to [end date] on medical grounds. I have been advised rest by my doctor due to [specific condition, e.g., health issues]. I will attach the medical certificate for your reference.
I would greatly appreciate your approval of my leave request. Please let me know if additional information is required.
Thank you,
[Your Name]
[Your Position]
Sample 4: Earned Leave Application for Government Employees
Subject: Application for Earned Leave
To,
[Department Head’s Name],
[Designation],
[Department Name]
Respected Sir/Madam,
I request earned leave from [start date] to [end date] for [reason, e.g., personal commitments]. Kindly process my leave request as per the departmental guidelines under the earned leave policy.
I will make sure that any urgent matters are addressed before my leave period. Please confirm the approval at your earliest convenience.
Thanking you,
Yours faithfully,
[Your Name]
[Designation]
[Department Name]
Sample 5: Urgent Earned Leave Application
Subject: Request for Urgent Earned Leave
Dear [Manager’s Name],
I am writing to request urgent earned leave from [start date] to [end date] due to unforeseen circumstances [briefly mention reason, e.g., a family emergency].
I apologize for the short notice and will ensure a smooth handover of any critical tasks. Kindly approve my leave request at your earliest convenience.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Position]
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Sample 6: Application for Extension of Earned Leave
Subject: Request for Extension of Earned Leave
Dear [Manager’s Name],
I am writing to request an extension of my current earned leave, which is scheduled to end on [current end date]. Due to [reason, e.g., incomplete personal commitments or a medical condition], I kindly request an extension until [new end date].
I will ensure all pending responsibilities are managed upon my return. Please let me know if further details are needed.
Thank you for your consideration.
Sincerely,
[Your Name]
[Your Position]
Sample 7: Application for Encashment of Earned Leave
Subject: Request for Encashment of Earned Leave
Dear [Manager’s Name],
I hope this message finds you well. I am writing to formally request the encashment of my earned leave balance as per the company’s leave encashment policy. Currently, I have [X days] of unused earned leave accumulated in my account. I kindly request you to process the encashment for [specify the number of days, if partial encashment is allowed].
Please let me know if any additional information or documents are required to initiate this request. I would appreciate it if the amount could be processed with my next salary cycle.
Thank you for your time and consideration. Looking forward to your confirmation.
Yours sincerely,
[Your Name]
[Your Position]
[Employee ID, if applicable]
Tips to Write an Earned Leave Application
Here are some quick tips for writing an effective earned leave application:
- Clearly mention the leave dates and reason (if needed).
- Check your leave balance before applying.
- Use a polite and professional tone.
- Follow your company’s leave policy.
- Submit your request at least 7 days in advance.
- Attach required documents (e.g., medical certificates).
- Verify all details before submission.
Things to Avoid When Writing an Earned Leave Application
Here are things to avoid when writing an earned leave application:
- Don’t forget to check your leave balance.
- Avoid last-minute submissions; plan ahead.
- Don’t skip necessary documents or proofs.
- Avoid unnecessary details or lengthy explanations.
- Don’t forget to proofread for errors.
Earned Leave Policy in India
In India, the earned leave policy varies across sectors – but it generally provides employees with paid time off after completing a certain period of service.
- For government employees – EL is regulated by the Central Civil Services (Leave) Rules, 1972.
- In the private sector – the EL policy is outlined in the organization’s HR guidelines and leave management system.
- Contract workers are eligible for EL as specified in their contract terms.
Note:
EL may be referred to by other names such as Privilege Leave or Annual Leave, depending on the employer.
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Earned Leave Rules in India
India’s earned leave policy differs across industries and types of employment – with the following key rules:
- Earned Leave Rules for Government Employees
Earned leave rules for state government employees and central government employees are the same.
These employees are entitled to 30 days of earned leave annually, or 2.5 days per month of completed service.
EL is credited at the start of the year – and any unused leave can be carried forward – with a maximum of 300 days.
- Earned Leave Policy Private Company
There are no standard earned leave rules for private employees. Most companies offer between 12 and 30 days of earned leave per year – depending on the company’s leave policy.
The eligibility and calculation may vary – some companies offer 2.5 days of leave for each completed month – while others provide a fixed annual number of days.
- Earned Leave Rules for Contractual Employees
Contractual workers, both in the government and private sectors – earn earned leave as per the terms outlined in their contracts.
Typically, they are eligible for one day of earned leave for every completed month of service. However, some contracts may exclude EL benefits.
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- Earned Leave Rules as Per Factory Act 1948
Employees working in factories for at least 240 days in the previous year are eligible for earned leave.
Adult employees are entitled to one day of earned leave for every 20 days worked.
Juvenile employees (under 18 years of age) are entitled to one day of earned leave for every 15 days worked.
- Earned Leave Rules as Per Shops and Establishment Act
Workers in commercial establishments – like offices and shops, receive 1 day of privilege leave for every 20 days worked.
However, the specific rules may vary depending on the state’s regulations – as each state may have its own interpretation of the Shops and Establishment Act.
- Earned Leave Rules as Per Mines Act
Employees working above ground in mines for at least 240 days in a year are entitled to 1 day of earned leave for every 20 days worked.
Employees working underground for at least 180 days in a year are entitled to 1 day of earned leave for every 15 days worked.
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Earned Leave Carry Forward Rules
Government employees
Unused EL can be carried forward for up to 300 days for central government employees. For state government employees, the limit is 180 days.
Private sector employees
Most private companies allow EL carry-forward up to 30-60 days, while some may extend it to 120 days.
Unused EL cannot be claimed once your service ends.
Encashment of Earned Leave
Earned leave encashment refers to receiving payment for unused earned leave. The rules for encashment vary based on employment type and company policies. Here’s a breakdown of the key aspects:
Earned Leave Encashment Rules
Central government employees: EL can be encashed up to 300 days after retirement or superannuation. Non-gazetted staff can encash up to 120 days.
Private sector employees: EL encashment is at the discretion of the company. Some offer full encashment, while others cap it at 30 days of basic pay.
Contractual workers: Their EL encashment depends on the contract terms.
On resignation or termination: Private sector employees may not receive full encashment of EL.
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Is Earned Leave Encashment Taxable?
Yes, earned leave encashment is taxable unless it qualifies for tax exemptions as per tax laws. Private-sector employees may not always qualify for the same exemptions as government workers.Sec 10 10AA Earned Leave Encashment on Retirement
Under Section 10(10AA) of the Income Tax Act – earned leave encashment tax exemption is subject to certain limits. This exemption applies mainly to government employees.
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Earned Leave Encashment on Resignation
Government Employees: Eligible for full EL encashment after 5+ years of service.
Private Employees: EL encashment may be limited, and unused EL may be lost.
Contract Workers: No EL encashment unless specified in the contract.
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Earned Leave Calculation
Earned leave calculation is essential to make sure you are taking the correct amount of leave based on your work tenure and company’s policy.
How to Calculate Earned Leaves
The calculation of earned leave is typically based on the number of days worked in a year. The general earned leave calculation formula is:
Earned Leave = (Number of days worked in the year) / 20
For example, if you work in a company that follows the rule of earning one day of leave for every 20 days worked:
Formula: (Number of days worked in the year) ÷ 20
Example: If you worked 240 days in a year:
Earned Leave = 240 ÷ 20 = 12 days of earned leave.
This means you are entitled to 12 days of earned leave for that year.
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Earned Leave Calculation Table
An earned leave calculation table is a simple way to track how much leave you have accumulated. Here’s an example of such a table:
| Days Worked | Earned Leave (1 day per 20 days worked) | Total Leave Balance |
| 20 days | 1 day | 1 day |
| 40 days | 2 days | 2 days |
| 60 days | 3 days | 3 days |
| 240 days | 12 days | 12 days |
Earned Leave Salary Calculation for Encashment
When you encash your unused earned leaves – the calculation is based on your monthly salary.
Formula:
Leave Encashment = (Monthly Salary ÷ 30) × Number of Unused Leave Days
Example:
If the monthly salary (basic salary + dearness allowance) is ₹30,000 and you have 10 unused leave days:
Leave Encashment = (₹30,000 ÷ 30) × 10
Leave Encashment = ₹1,000 × 10 = ₹10,000
This means you will receive ₹10,000 for 10 unused earned leave days.
This calculation helps guarantee you are paid for any unused leave at the time of resignation, retirement, or as per company policy.
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Earned Leave vs Casual Leave
Here is a simple table comparing earned leave and casual leave:
| Criteria | Casual Leave (CL) | Earned Leave (EL) |
| Calculation | Based on calendar year | Based on completed months of service |
| Entitlement | 8-14 days per year | 12-30 days per year |
| Purpose | Short-term leaves (doctor visits, family) | Longer leaves (vacations, emergencies) |
| Carry Forward | Cannot be carried forward | Can be carried forward (within limits) |
| Encashment | Not encashed | Can be encashed (on resignation/retirement) |
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Wrapping Up
Understanding the earned leave application process and how to calculate earned leave is essential for both employees and employers. It helps guarantee that you are making the most of your entitled time off while maintaining proper work-life balance.
If you are looking to take the next step in your career while enjoying flexible work policies, visit Hirist – the leading online job portal where you can find the best tech jobs in India.
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FAQs
When should I apply for earned leave?
You should apply for earned leave in advance, ideally 7 days before the planned leave.
What is a sandwich leave policy for earned leave?
The sandwich leave policy allows employees to combine earned leave with public holidays or weekends – maximizing time off without extending the leave period.
What is an earned leave application form?
An earned leave form is a document that employees use to formally request time off from work for earned leave. It typically includes details such as the employee’s name, the dates of leave, the reason for leave, and any supporting documents (if required).
How many earned leave in TCS?
As per Ambitionbox – employees get 16 earned leaves per year in TCS.
Can I apply earned leave in advance?
Yes, you can apply for earned leave in advance, typically requiring approval from your manager or HR.
What is earned leave surrender?
Surrender of earned leave allows employees to receive monetary compensation for unused leave – as per company rules or during retirement or termination.
What is the process of encashment of 10 days earned leave for LTC?
The process of encashment of 10 days earned leave for LTC involves applying through HR, fulfilling eligibility criteria, and submitting necessary documents like travel proofs for approval.