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How to Write a Leave Application Request in Malaysia: Format and Samples

A leave application request is a formal document used to request time off from work or other commitments. In Malaysia, crafting a well-structured leave application is essential to ensure clarity and professionalism in communication. 

Leave Application Request Format 

A well-structured leave application request format ensures all necessary information is included. This format aids in clear communication and helps the recipient understand the details of the request. Here’s the recommended format:

1. Header 

When preparing a leave application request format, it’s essential to include your name and employee ID for easy identification. Place the header at the top of the application. Include your name, address, contact information, and the date of writing the application.

2. Recipient Information

Below the header, provide the recipient’s name, designation, and the company/organisation’s address.

3. Salutation 

Begin with a formal salutation, addressing the recipient respectfully.

4. Subject Line

Write a concise and clear subject line that states the purpose of the application.

5. Body of the Application

In the body, include the following details:

  • Reason for Leave: In your leave application request format, provide a brief reason for your leave to help your employer understand the purpose.
  • Leave Dates: Specify the exact dates you plan to take leave. Be precise to avoid confusion.
  • Duration: Indicate the number of days you’ll be absent, including the start and end dates.
  • Work Arrangements: Mention how you plan to manage your tasks during your absence. If applicable, offer solutions for the smooth continuation of work.
  • Contact Information: Provide an alternative contact method in case of urgent matters during your absence.
  • Gratitude: Conclude the body of the application with appreciation for considering your request.

6. Formal Closing

Use a formal closing phrase like “Yours sincerely” or “Best regards,” followed by your name and signature. A well-structured leave application request format ensures that your request is processed efficiently and helps maintain clear communication with your employer.

Sample Leave Application Request Format:

[Your Name]

[Your Address]

[Your Contact Information]


[Recipient’s Name]

[Recipient’s Designation]

[Company/Organisation Name]

[Company/Organisation Address]

Dear [Recipient’s Name],

Subject: Leave Application Request

I am writing to request a leave of absence from [start date] to [end date] due to [reason for leave]. During this period, I will be unable to perform my duties at [Company/Organisation Name]. I believe that my absence can be managed effectively by [briefly mention work arrangement during leave].

I have made arrangements to ensure a smooth workflow during my absence. In my absence, [colleague’s name] will be handling my responsibilities. I will remain reachable via email at [your email address] or on my phone at [your phone number] for any urgent matters.

I am confident that my colleagues and the team will manage exceptionally well in my absence. I sincerely appreciate your kindness and attention to my request.

Yours sincerely,

[Your Full Name]

[Your Signature]

Leave Application Form Template:

In addition to a leave application letter, many organisations provide leave application form templates. This template allows employees to fill in their details in a standardised format, ensuring that all required information is captured accurately. 

Here’s a sample leave application form template:

Employee Information
Employee ID:
Leave Details
Leave Type:
Leave Start Date:
Leave End Date:
Total Leave Days:
Reason for Leave:
Contact Information during Leave
Work Arrangements during Leave
Tasks Handled by:
Contact Details:

Leave Application Template









Dear (Name),

Subject: Leave Application Request

I’m writing to ask for a leave of absence for personal reasons from September 10 to September 20, 2023. During this period, I will not be available to perform my duties as a Senior Marketing Executive at ABC Corporation. I believe that my absence can be effectively managed by implementing the following work arrangement.

I have already coordinated with my colleague, Ms. Emily Lee, who will be covering my responsibilities during my absence. Emily is well-versed with our ongoing projects and has graciously agreed to take on the additional workload. This arrangement ensures that there will be no disruption in the workflow and that our projects will continue to progress smoothly.

While I am on leave, I can be reached via email at (Email ID) or on my phone at (Contact No.) for any urgent matters that may arise. I have also provided Emily with detailed instructions on how to handle various tasks and projects in my absence, which will help in maintaining the high standard of work our team delivers.

I am confident that the team’s dedication and synergy will allow for seamless operations during my leave. I am deeply appreciative of your understanding and consideration of my request. I assure you that I will return to work on (DDMMYYY) fully committed and ready to contribute effectively once again.

I appreciate you giving this issue your attention. I eagerly anticipate your courteous reaction.

Yours sincerely,



Please note that you should personalise the sample letter with your own information and adjust the dates and details according to your specific situation. 


Writing a leave application request in Malaysia requires adhering to a specific format to ensure professionalism and clarity. Using the provided sample leave application letter and leave application form template, employees can effectively communicate their leave requests to their employers. 

By following the recommended format and tailoring it to their specific situations, individuals can enhance their chances of having their leave applications approved while maintaining a professional approach.

FAQs on Leave Application Request Format and Samples

Q1. What Is the Purpose of a Leave Application Letter in Malaysia?

The purpose of a leave application letter in Malaysia is to formally request time off from work or other commitments, ensuring clear communication and professionalism.

Q2. What is the Recommended Leave Application Request Format?

The leave application request format typically includes personal and recipient details, a clear subject, leave reason, dates, work plans, contact info, and a formal closing.

Q3. How Should I Structure the Body of the Leave Application Request?

The body of the Leave Application Request should consist of the reason for leave, specific leave dates, leave duration, plans for managing tasks during your absence, alternative contact details, and an expression of gratitude for consideration.

Q4. Is There a Template for a Leave Application Form Included?

Yes, the provided format includes a sample Leave Application Form template with sections for employee information, leave details, contact information during leave, and details about work arrangements.

Q5. Can I Directly Use the Provided Sample Letter for My Application?

While the sample letter is a valuable guide, it’s crucial to personalise it by incorporating your own details, adjusting dates, and modifying content to match your unique circumstances. This customisation enhances the effectiveness of your leave application.

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