What is casual leave (with application samples)?

To help employees in maintaining a better work-life balance, Indian businesses provide a variety of leaves. There are paid and unpaid leaves. Casual leave is the most frequent type of leave taken by workers under unforeseen circumstances. Eligible employees typically take casual leaves for personal reasons. These leaves are taken for a few days and are not for vacations. Providing casual leave is mandatory in many Indian states. However, earned leave can be useful if CL is not provided in your company. In the article let’s know everything about casual leave with some leave application samples.

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Rules for Casual Leave in India

Most Indian companies are very strict when it comes to casual leaves. They allow a maximum of 3 to 5 days of casual leave in one month. For taking casual leave an employee has to take permission in advance. Employees need to pen down simple leave letters or emails to inform the manager about their absence. This will allow the manager and the peers to handle the work in the employee’s absence. 

List of rules

  • Casual leaves can typically be taken for up to 3 days, but only for a minimum of one-half day. In addition, only privileged or earned leaves should be taken. The employee must request authorisation from the employer if they want to use all three leaves at once.
  • The employee is eligible for six days of casual leave provided the employer is registered under the Shops and Establishments Act.
  • No casual leaves may be carried over to the following year. 
  • Casual leave regulations provide that unused casual leaves expire immediately after the year ends.
  • Like earned leaves or privileged leaves, unused casual leaves cannot be encashed at the end of the year. They just become invalid at the end of the year.
  • Casual leaves cannot be combined with earned leaves or sick leaves or any other leaves. 
  • The casual leaves are distributed proportionately between new hires and recent resignations. For example, if an employee starts working for the company on July 1, which falls in the middle of the year, the number of casual leaves that are available will be halved and will be valid until December 31, which falls on the last day of that year.
  • Casual leave is not regarded as a legitimate type of leave and is not governed by any laws created by the Indian government.
  • An employee on casual leave is not considered to be absent and his salary is not deducted.
  • The only type of leave that can be combined with casual leave is special casual leave.
  • Sundays and Holidays falling during casual leave are not counted as a part of casual leave.
  • Sundays/holidays/restricted holidays/week offs can be prefixed/suffixed to the casual leave.

Rules for Government employees

Employees of the Central Government are able to manage urgent tasks or events by taking the day off. Currently, employees working in various Central Government positions are eligible for 8 casual leaves each year. This number increases to 30 days for Defence PBORS, 20 days for Defence Officers, and 10 days for Industrial workers. Railway employees get casual leaves according to different categories ranging from 11 to 13 days. 

Managing an employee’s leave

Managing an employee’s leave needs coordination. There are a few steps through which an employer can manage the employee’s leave.

  • Applicable laws should be determined and taken into account
  • Review your company’s policies, procedures, and practices.
  • Approve or reject the leave application as per the business demand and document the process.
  • Employers need to take action if the situation changes. 

Casual leave application samples and tips

Employees should write a casual leave application to the concerned authority. This shows the professionalism of the employee and also gives his team adequate time to handle work. If an employee has urgent personal work and can’t go to the office, these leave application samples may help you. 

Casual leave application: Sample 1

Subject: Application for Casual Leave

Dear (Recipient’s name),

I’m writing to you to let you know that from [start date] to [end date], I won’t be able to come to work because I have an important personal matter to attend to in my hometown.

I have explained my work to the (person’s name) and told them to call me if they need any assistance while I’m gone.

I would appreciate it if you consider my leave application. 

Yours Sincerely, 

(Your Name) 

Casual leave application: Sample 2

Subject: Casual Leave Application

Dear (Recipient’s name) 

I’m writing to ask you for a leave of absence for X days from [start date] to [end date] because I need to attend to a close relative’s medical emergency. Since the relative lives in Uttarakhand, I will have to travel for (X) days. I’ll start working again on the (mentioned date).

During such time, you can contact me by email and mobile. In my absence, my Proxy, (person’s name) will take care of my clients.

You have my gratitude for taking my application into consideration.

Yours Sincerely,

{Your Name} 

Casual leave application: Sample 3

Subject: Casual Leave Required

Dear Mr./Mrs. {Recipient’s Name},

I want to let you know that I have to accompany my younger daughter to her school tomorrow for the Annual Day event. I wouldn’t be able to go to the office because the event will go on all day.

I have informed [name of co-worker] of the specifics of the projects that I have been managing. If necessary, she is well-equipped to handle it. I will be reachable via phone and email for any crucial or pressing matters.

I kindly request you to grant me a day’s leave.

Yours Sincerely,

{Your Name}

Casual leave application: Sample 4

Subject: Casual leave application

Dear Mr. Jain,

I’m writing to ask for a three-day casual leave of absence from June 14 to June 16, 2021. It has been a busy month. Getting to and from the workplace and my job has taken up most of my time. I, therefore, intend to move to a new apartment nearer to the workplace. For the shift, I need three days off.

I can be contacted at 8789098567 during my absence. My person in charge, Ms. Simta Kumari, would handle the tasks in my absence.

I will appreciate it if you consider my application for approval.


Sulekha Sharma

Tips for writing a simple leave application

1. Review your company’s CL policy

Before writing a CL application, go through your employee portal to understand how many CL you can take at once. Many companies give a certain number of CLs at a time. Knowing about this will help you to write a CL application that gets approval. 

2. Address the application to the approver

Find out who approves your leaves and address the application to them. It can be either your manager or HR executive.

3. Use a professional salutation

CL application is a formal request, so start your application with a professional salutation. It is good practice to use Mr/Ms./Mrs. followed by their last name.

4. Clear subject line

A casual leave application should have a clear and professional subject line. This ensures that the recipient understands the purpose of the letter. 

5. Give reason and dates

Always mention the reason behind the leave and the start to end date in the first paragraph itself. This immediately clarifies your intention. 

6. Give details about the person in charge

In your application mention the person who will be taking care of your responsibilities. Also, mention which tasks will be completed before going to leave. 

7. Provide contact information

You can always give your manager your personal phone number and email address so that they can get in touch with you in the event of a work-related emergency.

Difference between CL and Annual Leave

The main difference between casual leave and annual leave is its purpose and nature. Employees get CL for unforeseen circumstances. Meanwhile, annual leave is paid leave given by the employer as a benefit to the employees. Employees can take CL between working days, while they need to collect annual leave every month. Casual leaves can be taken for personal emergencies or sickness. Employees use annual leaves when they take time off from work or go on a vacation. 

Casual leave may vary depending on the company, annual leaves take a standard number. Casual leaves can be paid or unpaid while annual leaves are always paid. 

Cancellation of leave

An approved leave can be cancelled by the manager depending on the business’s demand. Once the reporting manager cancels the leave an automatic notification is sent to the employee and HR via email. The leave balance is updated later by HR. 

Casual leave is not a matter of right; it is only permitted in the event of an urgent emergency. Unexpected events could arise and force an employee—whether they work for the government, another office, or an industrial undertaking—to take a quick leave of absence. Casual leave is allowed up to a maximum of 3 to 5 days in most places. This leave cannot be combined with privilege leave, however, in some cases, it can be merged with sick leave. If this leave remains unused it expires at the end of the year and is not encashed or carried forward.

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