application letter format for leave in office due to exam

How to Write Leave Application for Office for Exam

Divyanshu   Jangid

Many students pursue their education while working full-time. This can be a great way to gain some real-world experience while still earning money to pay for college. However, it can be difficult to juggle work and college commitments. One way to manage both is to take advantage of your employer’s leave policy.

If you need to take time off from work to study for exams, you’ll need to write a leave application . This document will outline your reasons for taking time off and give your employer details about when you’ll be gone and how they can reach you. By following these steps, you can ensure that your leave application is clear and concise and that your employer understands your situation.

In the section below, we will discuss what to include in your leave application, how to format it and provide a sample leave application for the office for the exam.

• What to Include in Your Leave Application

When you write your leave application, be sure to include the following information:

• Date of Writing 

The date you write the application is important. If possible, write the application a few days before you plan to leave. This will give your employer time to process the request and answer any questions they may have. Also, it would be best if you hand in the application in person rather than sending it by email.

Salutation is an integral part of a letter. The way you greet your reader sets the tone for the rest of your letter, so choose a salutation that is appropriate for the level of formality you wish to convey. If you know the name of the person you are writing to, always use their title (Mr., Mrs., Dr., etc.) and surname. If you do not know the person’s name, you can use a generic title (such as Sir or Madam).

• Reason for leave

Be specific about why you need leave. If you are taking time off for a particular event, mention it in your application. For example, if you are taking an exam, mention the name of the exam and where it will be taking place.

• Dates of leave

Include the dates you plan to be away from work. Be as specific as possible, including the date you plan to leave and the date you plan to return.

• How will your work be covered in your absence

It’s important to let your employer know how your work will be covered in your absence. You don’t want them to scramble to find someone to fill in for you, and you don’t want your work to pile up while you’re gone. Be sure to include this information in your leave application.

• When you’ll be available

If you’ll be out of the office for an extended period, let your employer know when you’ll be available. This way, they can plan accordingly and know when they can expect you back.

• Your contact details and signature

In the last section of the letter, you’re supposed to mention the duration of your leave and when you plan to resume work. You should also include your contact information so that your employer can reach you in an emergency. Finally, don’t forget to sign the letter before sending it off.

• Format for Your Leave Application

A leave application must follow a format that is acceptable in most organizations. The format should be short, precise and to the point. A leave application should ideally have the following sections:

• Name of the Recipient
• Recipient’s Job Role
• The Body of the Letter
• Yours Sincerely
• Your Signature
• Contact Number
• Application Sample A

May 1, 2021

Mr. Manik Aggarwal

HR Director

Subject- Requesting Leaves for Exams

This is to inform you that my CAT examination will begin from 8th May and end on 15th May. Given that the preparation process is already underway, I would be requiring leaves from 8th May till 15th May.

I understand that this may be short notice, and some inconvenience might be caused to the team. However, I would highly appreciate it if my request could be granted as I need to do well in these exams.

I shall make sure to complete all my pending work before leaving and keep you updated about my whereabouts. In case of any emergency, I’ll be available on my phone.

Thank you for your time and consideration.

Yours Sincerely, Signature Ritika Gupta 3rd Year Engineering Student 9829346789

• Sample Application B

12th July 2021

Mrs. Vinita Dubey

Subject- Requesting leaves for exams

Respected Ma’am,

I want to inform you that my exams are starting from 18th July and will end on 22nd July. I have been preparing for these exams for a long time and would require these leaves to study properly.

Although it might be difficult for the department to manage in my absence, I would make sure to complete all my pending work before leaving. Also, I’ll be able to join back on 23rd July 2021.

I would be highly obliged if you could please approve my leaves.

Thanking you,

Yours Sincerely Signature Riya Malhotra 3rd year Dept. of Electronics and Communication 9874563210

Also read: How to Write Casual Leave Application for Office

• Mistakes to Avoid when Writing a Leave Application for Exams
• Failing to Plan

It is important to plan your leave application to avoid making mistakes that could cost you the opportunity to take your exams.

• Not Following Instructions

Make sure to follow the instructions provided by your school or examination body to the letter. This includes specifying the duration of your leave and ensuring that all required documentation is submitted along with your application.

• Incorrect Dates

Be sure to double check the dates of your exams before submitting your leave application. Getting the dates wrong could result in your request being rejected outright.

• Poor Justification

Your leave application should include a strong justification for why you need time off from work. Simply stating that you have exams is not enough – you will need to provide specific details about why you cannot take them during your usual working hours.

• Lack of Support

It is always helpful to include letters of support from your employer when submitting a leave application for exams. These letters can add weight to your request and increase the chances of it being approved.

These are the most common mistakes that people make when writing a leave application for exams. Avoid them and you will improve your chances of being granted the time off you need to study for and sit your exams.

Also read: How to Write Marriage Leave Application for Office

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Table of Contents

Exam Leave Application for School/Office (with Samples & PDFs)

I have listed sample templates to help you craft an effective and professional exam leave application for school/office.

Also, I would like to point out that you can also download a PDF containing all the samples at the end of this post.

Examination Leave Application for School/Office

First, find the sample template for exam leave application for school/office below.

To, The Principal/Manager, [School/Office Name], [City Name],

Subject: Application for Examination Leave

Respected Sir/Madam,

I, [Your Name], a student/employee of [Your Class/Department] at [School/Office Name], am writing this letter to formally request your kind permission to grant me leave from [Starting Date of Leave] to [Ending Date of Leave] due to my upcoming examinations.

The examinations are integral to my academic/professional progress and I need to devote an adequate amount of time for preparation to perform well. I assure you that I will make up for any missed classes/work after my examinations are over and will catch up with the syllabus/workload at the earliest.

I kindly request you to consider my situation and grant me the necessary leave for my examinations. I have attached the examination schedule for your reference.

Thank you for your understanding and support in this matter. I am looking forward to your positive response.

Yours sincerely, [Your Name], [Your Class/Department], [School/Office Name]. [Your Contact Information]

Below I have listed 5 different sample applications for “exam leave application for school/office” that you will certainly find useful for specific scenarios:

Application for Extended Preparation Time Before Exam Leave in School/Office

To, The Principal, [School Name], [School Address], [City, State, PIN Code]

Subject: Application for Extended Preparation Time Before Exam Leave

I am [Your Name], a student of Class [Your Class] in your esteemed institution. I am writing to request an extension in the preparation time before the commencement of my exam leave. The examinations for the current academic year are scheduled to begin on [Start Date of Exams], and as per the current timetable, the preparation leave begins on [Current Date of Preparation Leave].

However, considering the vast syllabus and the challenges posed by the ongoing pandemic, I am finding it difficult to balance my academic preparation with the school’s daily schedule. Due to this, I kindly request an extension of [Number of Days] days in the preparation time before exam leave, making the new preparation leave start date [New Date of Preparation Leave].

This additional time will help me to focus on my studies and ensure better performance in the upcoming exams. I assure you that I will utilize this time wisely and work diligently to achieve good grades.

I hope you understand my predicament and consider my request. I will be grateful for your kind support in this matter.

Thanking you,

Yours sincerely, [Your Name] Class: [Your Class] Roll Number: [Your Roll Number] Date: [Current Date]

Application for Special Accommodations During Exam Leave at School/Office

To, The Principal/Manager, [School/Office Name], [Address], [City], [Date]

Subject: Application for Special Accommodations During Exam Leave

I, [Your Name], am a student/employee at your esteemed institution/office, currently enrolled/working in [Class/Department]. I am writing this application to request special accommodations during my upcoming exam leave starting from [Exam Start Date] to [Exam End Date].

As an outstation student/employee, I reside at [Your Address] and face difficulties in commuting to the examination center, which is [Examination Center Address]. The long distance and lack of proper transportation will make it extremely challenging for me to reach the exam center on time, which may negatively impact my performance.

Therefore, I humbly request you to provide me with accommodation within the school/office premises or arrange a nearby facility where I can stay during the exam period. This arrangement will help me focus on my studies/preparation and ensure timely attendance at the examination center.

I assure you that I will abide by the rules and regulations of the accommodation provided and maintain the decorum of the institution/office.

I am hopeful that you will consider my request sympathetically and grant me the required assistance. Kindly let me know at the earliest about the arrangements made, so that I can plan accordingly.

Thanking you in advance for your understanding and support.

Yours sincerely,

[Your Name] [Class/Department] [Roll Number/Employee ID] [Contact Details]

Exam Leave Application for Distance Learning Students in School/Office Context

To, The Principal/Manager, [School/Office Name], [Address], [City], [State], [Date]

Subject: Exam Leave Application for Distance Learning Student

I, [Your Name], am a distance learning student enrolled in [Course Name] at [Institute Name] and currently working as a [Your Designation] in our esteemed [School/Office Name]. I am writing to request leave for my semester examinations from [Start Date] to [End Date].

As the schedule for the exams is now finalized, I will need [Number of Days] days off to adequately prepare for and appear in the exams. I understand the importance of my duties at the workplace, but I assure you that I have made arrangements to cover my tasks during my absence. I will also ensure a smooth handover of my responsibilities to my colleagues and will be reachable in case of any urgent matters.

Your kind approval for this exam leave will not only help me in focusing on my studies but also contribute to my professional growth, which I believe will ultimately benefit our [School/Office Name] as well.

I request you to kindly consider my application and grant me leave for the mentioned period.

Thank you for your understanding.

[Your Name], [Your Designation], [School/Office Name], [Contact Details]

Application for Change of Test Center Location Alongside Exam Leave

To, The Principal, [Name of the School/Institute], [Address], [City],

Subject: Application for Change of Test Center Location Alongside Exam Leave

I, [Your Name], a student in [Your Class / Grade] at [Name of the School/Institute], kindly write to request a change of test center location alongside exam leave.

Due to unforeseen personal circumstances, I am unable to appear for the upcoming examination scheduled for [Date of Exam] at our school’s test center. I humbly request you to grant me permission to take the examination at an alternative test center, preferably [Alternate Test Center Name] located in [Alternate Test Center Address], as it is more convenient and accessible for me under the present circumstances.

Furthermore, I would also like to request [Number of Days] days of leave starting from [Date of Beginning of Leave] to [Date of End of Leave] to prepare for the said examination.

I assure you that I will put in my best efforts to catch up on any missed lessons and maintain my academic performance. I would be grateful if you could consider my request and provide me with the necessary approval. I apologize in advance for any inconvenience this may cause to the school and my fellow classmates.

Thank you for your understanding and support.

Yours sincerely, [Your Name] [Your Class / Grade] [Roll Number] [Date]

Staggered Exam Leave Application for Multiple Exams in School/Office

To, The Principal/Manager, [School/Office Name], [School/Office Address], [City], [Date]

Subject: Staggered Exam Leave Application for Multiple Exams

I, [Your Name], a student/employee of [Class/Department], would like to bring to your kind attention that I will be appearing for multiple examinations, which are scheduled to be held from [Start Date] to [End Date]. These exams are crucial for my academic/professional growth and require adequate preparation. Therefore, I humbly request you to grant me staggered leaves on the specific exam dates during this period.

The examination dates are as follows: 1. [Exam Name] – [Date] 2. [Exam Name] – [Date] 3. [Exam Name] – [Date] 4. [Exam Name] – [Date]

I assure you that I will make up for the missed classes/work during my leave period and will not let it affect my studies/office responsibilities.

Kindly consider my request and grant me leave for the mentioned dates. I shall be highly obliged for your cooperation and understanding.

[Your Name] [Class/Department] [Roll No./Employee ID] [Contact Details]

How to Write Exam Leave Application for School/Office

Some writing tips to help you craft a better application:

• Begin with a formal salutation, addressing the concerned authority.
• Clearly state the purpose of the application in the subject line.
• Mention the examination name, dates, and duration in the body of the application.
• Include the start and end date of the requested leave period.
• Offer to provide any necessary documentation to support your request.
• Explain how your workload will be managed during your absence, if applicable.
• Express gratitude to the concerned authority for considering your application.
• Conclude with your name, designation, and signature (if a physical letter).
• Attach any required documents or proof of enrollment in the examination.
• Proofread your application for any errors and ensure that it is professionally written.

Related Topics:

• Application for Stomach Pain Relief Leave
• Application for Changing Subject Teacher
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View all topics →

I am sure you will get some insights from here on how to write “exam leave application for school/office”. And to help further, you can also download all the above application samples as PDFs by clicking here .

And if you have any related queries, kindly feel free to let me know in the comments below.

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• School Education /

Leave Application for Examination: Format and Samples

• Updated on  
• Mar 12, 2024

Exams can be a stressful time for students and employees alike. Balancing studying for your exams and attending work or school can be challenging. Sometimes, you may need to take a break from work to focus on your studies. In such cases, applying for examination leave is an ideal solution. In this article, we’ll discuss tips, format, and a sample application for examination leave to help you prepare for your upcoming exams. We’ll also answer frequently asked questions to help you understand the process better.

This Blog Includes:

Purpose of examination leave application , things to include in your examination leave application, tips for writing an examination leave application , format of an examination leave application , sample examination leave application, important points.

The purpose of writing an examination leave application is to request time off from work to attend an exam.

• This application serves as a formal request to your employer, outlining the dates and times of your exam and the reason for your absence. 
• The application should be written in a professional and polite manner, and it should provide all the necessary information to help your employer make appropriate arrangements for your absence. 
• By submitting an effective examination leave application, you can ensure that you are able to attend your exam without worrying about work commitments, and you can focus on achieving your academic goals.

Relevant Read- Leave Application for Office

In your examination leave application, include the following information:

• Date of Writing the Application : Write the examination leave application a few days prior to when you need the leave and mention the date on which you are writing the application.
• Write Salutation : Use proper salutation such as Mr., Dr., etc. You can also use generic title like Sir or Madam.
• Mention the Reason for the Leave : Clearly write why you want the leave. Mention the name of your examination.
• Mention the Dates of Leaves : Include the start and end dates of your leaves.
• Mention How You will Cover Your Work : It is important to mention that your work will not be affected by your leaves.
• Mention Your Contact Details : Mention when you plan to resume your work and provide necessary contact details.

Here are some tips to keep in mind while writing an examination leave application:

• Start with a polite and formal greeting, addressing your supervisor or manager by name.
• Mention the reason for your leave clearly and concisely. State the dates you require the leave for and the length of your absence.
• Express your gratitude for their understanding and support.
• Provide contact information in case of emergency.
• Close the application with a courteous and professional closing.

Here is a typical format for an examination leave application:

Relevant Read- How to Write a Leave Application?

Here’s a sample application that you can use as a reference:

Relevant Read- How to Write a Letter: Letter Writing Types and Examples

These are the main point a writer should include during the writing of a Leave Application

• Start Date of Your Examination
• End Date of Your Examination
• Total  Duration of your Leave
• Any other Leave Request.

Related Reads :    

Ans. The amount of examination leave you can take will depend on your employer’s policies. Generally, most organizations allow a few days of paid leave to attend exams.

Ans. It’s best to apply for examination leave as soon as you know your exam dates. This will give your employer enough time to make arrangements for your absence.

Ans. It’s always a good idea to attach a copy of your exam timetable or other relevant documentation with your application. This will help your employer understand the reason for your absence and make appropriate arrangements.

This was all about Leave Applications for Examination, if you want to read more interesting blogs subscribe to our page Leverage Edu 

Aditya Saini

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