HR Manager Application Letter – Example, Format

Are you curious about how to write HR Manager Application Letter? Greetings, friends. In this post, we will walk you through the entire HR Manager Application Letter Writing procedure.

As you are aware, the Application Letter for HR Manager is needed while requesting Medical Leave or to request or make your HR Aware Of Unexpected Situation or any Problem You Are Facing…

Therefore, we will explain in this post how to write HR Manager Application Letter and what particular considerations should be made. We’ve provided several samples in this post that will help you write good and well Received HR Manager Application Letter.

Overview Of HR Manager Application Letter

Application NameHR Manager Application Letter
Application SubjectFor Recommendation
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Official Sitekisancollege.com

Leave Application Format for HR Manager

Standard Format

Header Information

  • To: [HR Manager’s Name/Designation]
  • From: [Your Name and Employee ID]
  • Date: [Current Date]
  • Subject: Application for Leave

Body Structure

Salutation: Dear [HR Manager’s Name]/Sir/Madam

Introduction Paragraph:

  • State the purpose of the letter
  • Mention the type of leave requested

Details Paragraph:

  • Specify leave dates (from and to)
  • Number of days requested
  • Reason for leave (brief and appropriate)
  • Any relevant supporting details

Work Coverage Paragraph:

  • Mention arrangements made for work coverage
  • Colleague who will handle responsibilities
  • Status of pending work/projects

Closing Paragraph:

  • Request for approval
  • Express gratitude
  • Provide contact information for emergencies

Formal Closing:

  • Yours sincerely/respectfully
  • [Your signature]
  • [Your printed name]
  • [Your designation]

Example 1: Medical Leave Application

To: Ms. Sarah Johnson, HR Manager
From: Rajesh Kumar, Employee ID: EMP2024001
Date: September 16, 2025
Subject: Application for Medical Leave

Dear Ms. Johnson,

I am writing to formally request medical leave from work due to a minor surgical procedure that requires recovery time.

I would like to request leave from September 20, 2025, to September 27, 2025 (6 working days). I have scheduled a minor surgery on September 21st, and my doctor has advised 5-6 days of rest for proper recovery. I have attached the medical certificate from my physician for your reference.

During my absence, I have coordinated with my colleague, Mr. Amit Sharma, who has agreed to handle my immediate responsibilities. I have briefed him on all ongoing projects and have completed the quarterly report that was due next week. All urgent matters have been addressed, and I will be available via phone for any critical issues that may arise.

I would be grateful if you could approve my leave request. Please feel free to contact me at 9876543210 for any clarification or in case of emergencies.

Thank you for your understanding and consideration.

Yours sincerely,
Rajesh Kumar
Senior Marketing Executive


Example 2: Personal/Family Leave Application

To: Mr. David Thompson, HR Manager
From: Priya Patel, Employee ID: EMP2024052
Date: September 16, 2025
Subject: Application for Personal Leave

Dear Mr. Thompson,

I am writing to request personal leave to attend my sister’s wedding, which is an important family occasion.

I would like to apply for leave from October 2, 2025, to October 6, 2025 (5 working days). The wedding ceremonies will take place in my hometown, and I need to travel and participate in the traditional functions spanning several days.

I have made arrangements to ensure minimal disruption to work. Ms. Lisa Chen will oversee my client meetings and daily tasks during this period. I have prepared detailed handover notes and have scheduled all important meetings either before my leave or after my return. The monthly presentation scheduled for October 4th has been moved to October 8th with client approval.

I kindly request your approval for this leave. I will be reachable at 8765432109 for any urgent matters that may require my immediate attention.

Thank you for considering my request.

Yours respectfully,
Priya Patel
Account Manager


Example 3: Emergency Leave Application

To: Ms. Jennifer Williams, HR Manager
From: Arjun Singh, Employee ID: EMP2024078
Date: September 16, 2025
Subject: Application for Emergency Leave

Dear Ms. Williams,

I am writing to inform you about an urgent family emergency that requires my immediate attention and request for emergency leave.

Due to my father’s sudden hospitalization last evening, I need to take immediate leave starting September 17, 2025. Based on the medical situation, I anticipate needing 3-4 days of leave, tentatively until September 20, 2025. I will keep you updated on the exact duration as the situation develops.

Given the urgency, I have immediately informed my team lead, Mr. Robert Kumar, who will distribute my pending tasks among team members. I have sent him a brief status update on all current projects via email. I will monitor emails periodically and remain available for any critical issues at 7654321098.

I apologize for the short notice and any inconvenience this may cause. I will submit any required documentation upon my return and would greatly appreciate your understanding during this difficult time.

Thank you for your support.

Yours sincerely,
Arjun Singh
Software Developer


Important Tips for Writing Leave Applications

Do’s:

  • Keep the tone formal and respectful
  • Be specific about dates and duration
  • Provide valid reasons (without excessive personal details)
  • Mention work coverage arrangements
  • Submit in advance when possible
  • Attach supporting documents if required
  • Provide emergency contact information

Don’ts:

  • Don’t provide overly personal details
  • Avoid informal language or slang
  • Don’t submit without proper planning for work coverage
  • Avoid last-minute applications for planned leaves
  • Don’t forget to follow company policy on leave applications
  • Avoid demanding tone; always request politely

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