Application for Out of Station: Leave and Station Permission, 8 Samples
Updated
How to write an application for out of station leave or permission to leave headquarters, with eight samples and tips.
An application for out of station leave asks your head of office, manager or principal for permission to travel outside the city where you work or study. Government employees often call it “permission to leave headquarters” or “station leave”. State the dates you will be away, the place you are going, the purpose, the type of leave (or that it covers a weekend or holiday), your contact number and address while away, and who will handle your work. Apply before you travel.
This guide explains when it is needed, then gives the format, a fill-in letter and eight samples.
Key Takeaways
- Give exact dates, destination and purpose.
- Share your phone number and address while away.
- Government staff usually need permission to leave headquarters, even on holidays.
- Mention the leave type, or that no leave is needed (weekend or holiday).
- Hand over urgent work before you go.
When Is Out of Station Permission Needed?
| Who | Common practice |
|---|---|
| Government employees | Permission to leave headquarters, often even on weekends and holidays |
| Defence and police staff | Station leave as per service rules |
| Private employees | Leave request; some firms ask for travel details |
| Hostel students | Permission from the warden to leave the city |
| Teachers | Leave plus information to the principal |
Rules differ by department and employer. Therefore, check your service rules or company policy before you send an application for out of station travel.
Application for Out of Station: Format
| Part | What to write |
|---|---|
| To, | Head of office / Manager / Principal / Warden |
| Date | Date of writing |
| Subject | Application for out of station permission / leave |
| Dates | From ___ to ___ |
| Destination and purpose | Place and reason |
| Leave type | Earned, casual or no leave (holidays) |
| Contact | Phone and address while away |
| Charge | Who handles your work |
| Closing | Yours faithfully, name, designation |
Write Your Application
Fill in the fields on the right. The letter updates as you type; print or email it.
To,
[The Head of Office],
[Office name],
[City]
Date:
Subject: Application for out of station permission
Sir/Madam,
I request permission to leave the station from [date and time] to [date and time] to visit [place] [for a family function]. [I request casual leave on ___; the rest is a weekend.]
During this period, I can be reached at [phone] and at [address]. [___ will look after my work.]
Yours faithfully,
[your name]
[designation]
8 Application for Out of Station Samples
Names and offices below are fictional. Each application for out of station gives the dates, place, purpose and contact.
1. Government employee (weekend)
To,
The Head of Office,
District Office,
Sagar
Date: 24 October 2026
Subject: Permission to leave headquarters
Sir,
I request permission to leave headquarters from 6 pm on 30 October to 8 am on 2 November 2026 to visit my parents in Bhopal. No leave is required, as 31 October and 1 November are a Saturday and a Sunday.
I can be reached on 94XXXXXX21 at 12, Arera Colony, Bhopal.
Yours faithfully,
Anil Yadav
Assistant
2. Government employee (with earned leave)
To,
The Head of Office,
Regional Office,
Bhopal
Date: 24 October 2026
Subject: Earned leave with permission to leave headquarters
Madam,
I request earned leave from 9 to 13 November 2026, with permission to leave headquarters from 7 to 15 November, to attend a family wedding in Kochi.
My address during leave will be House No. 21, Kaloor, Kochi; phone 98XXXXXX76. Smt. S. Sharma will hold charge of my work.
Yours faithfully,
Neha Srivastava
Assistant
3. Private employee
Subject: Out of station leave: 6 to 10 November – Sandeep Joshi
Dear Ms. Kapoor,
I will be out of station from 6 to 10 November 2026 to visit my hometown for Diwali. I request earned leave for the working days in this period.
Ankit will cover vendor payments. I will be reachable on 98XXXXXX34 for anything urgent.
Regards,
Sandeep Joshi
4. Teacher to principal
To,
The Principal,
Springfield School,
Indore
Date: 24 October 2026
Subject: Out of station leave
Respected Madam,
I request leave from 2 to 4 November 2026 to travel to Pune for my cousin’s wedding. I will be out of station from 1 to 4 November.
Mr. Joshi will take my classes, and lesson plans are ready. My phone number is 97XXXXXX22.
Yours sincerely,
Meenal Dubey
TGT Science
5. Hostel student to warden
To,
The Warden,
Boys’ Hostel,
City Engineering College, Pune
Date: 24 October 2026
Subject: Permission to go out of station
Respected Sir,
I am Rohan Pawar, Room No. 214. I request permission to go to Nashik from 30 October to 1 November 2026 for a family function.
I will return by 7 pm on 1 November. My father’s consent letter and contact number are attached.
Yours obediently,
Rohan Pawar
6. Official travel (on duty)
To,
The Head of Office,
District Office,
Sagar
Date: 24 October 2026
Subject: Intimation of out of station duty
Sir,
As directed, I will be out of station from 3 to 5 November 2026 to attend a training programme at Bhopal.
My mobile number will remain active. Shri R. K. Patel will attend to urgent files.
Yours faithfully,
Anil Yadav
7. Medical treatment in another city
Subject: Out of station leave for medical treatment – Rahul Gowda
Dear Sir,
I need to take my mother to Bengaluru for a medical check-up on 9 and 10 November 2026. I request casual leave for these two days and will be out of station from 8 to 10 November.
Suresh will supervise my shift.
Regards,
Rahul Gowda
8. Short email
Subject: Out of station on 30 October – Vivek Rao
Dear Ms. Das,
I will be out of station on 30 October 2026 for a family event and request one day of casual leave. Meera will cover my calls.
Regards,
Vivek Rao
Useful Phrases
| Purpose | Phrase |
|---|---|
| Request | I request permission to leave the station from ___ to ___. |
| Purpose | to visit ___ / to attend ___ |
| No leave needed | No leave is required, as ___ and ___ are holidays. |
| Contact | I can be reached at ___ on ___. |
| Charge | ___ will look after my work during this period. |
Leave vs Station Permission
Leave and station permission are different things. Leave means you will not work on certain days. Station permission means you will be away from your place of posting. For example, a government employee who visits another city on a Sunday may need station permission but no leave. In contrast, a private employee usually needs only leave approval. Therefore, state clearly in your application for out of station whether you need leave, permission, or both.
Tips
- Apply early, especially for long journeys or festivals.
- Include travel time in the dates you are away.
- Keep your phone reachable if your job may need you.
- Inform on return if your office requires a joining report.
Mistakes to Avoid
- No destination. Every application for out of station should name the place.
- Missing contact details. Offices may need to reach you.
- Confusing leave and station permission. Mention both if both apply.
- Travelling before approval. Wait for permission where rules require it.
Related Leave Formats
For planned breaks, see the earned leave application. If your return is delayed, send a leave extension application. For short trips, use the application for 3 days leave, and for the general method, how to write leave application.
Frequently Asked Questions
How do I write an application for out of station?
State the dates, destination and purpose, mention the leave type or that no leave is needed, give your contact and address while away, name who handles your work and sign.
What is permission to leave headquarters?
Permission government employees usually need to travel outside their place of posting, even on holidays.
Do I need leave if I travel on a weekend?
Often no leave is needed, but government staff may still need permission to leave headquarters.
What is station leave?
Another term for permission to be away from your place of posting or duty.
Should hostel students take permission to go out of station?
Yes. Most hostels require written permission from the warden and often a parent’s consent.
What contact details should I give?
Your phone number and the address where you will stay.
What if my return is delayed?
Inform your office before the permission ends and request an extension.
Can I send an application for out of station by email?
Yes, if your office accepts email. Government offices may also need a signed copy or a portal entry.
Before You Send
Check your application for out of station for dates, destination, contact details and handover. More formats are in our leave applications section.
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