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Leave Extension Application: Format and 10 Samples (Office and School)

Updated

How to write a leave extension application, with ten samples for illness, emergencies and travel delays, and tips for approval.

By · Editorial policy

Leave ApplicationsEnglish
Leave extension application format
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A leave extension application asks your manager, principal or head of office to extend leave that is already approved. Mention your current leave dates, the reason you need more time (such as illness, a family emergency or a travel delay), the new end date and total extra days, the leave type, any proof such as a medical certificate, and your new rejoining date. Send it before your current leave ends, by email or message first if you are away, and follow up on the HR portal.

This guide gives the format, a fill-in letter, ten samples and tips to get the extension approved.

Key Takeaways

  • Request the extension before your current leave ends.
  • State the approved dates, new end date and extra days.
  • Give a clear reason and attach proof where possible.
  • Mention the leave type for the extra days.
  • Update your handover and give a firm rejoining date.

Leave Extension Application: Format

PartWhat to write
SubjectExtension of leave till (date) – (Name)
GreetingDear (Manager), / Respected Sir/Madam,
Current leaveI am on leave from ___ to ___.
ReasonIllness, emergency, travel delay, doctor’s advice
RequestExtend leave till ___ (___ extra days); leave type
ProofMedical certificate, ticket cancellation, etc.
RejoiningI will rejoin on ___.
ClosingRegards / Yours obediently, name
Leave extension application: format

Write Your Extension Request

Fill in the fields on the right. The application updates as you type; copy it into an email or print it.

Subject: Extension of leave till [new end date] – [your name]

Dear [Manager’s name],

I am on approved leave from [start date] to [end date]. [My fever has not settled, and the doctor has advised three more days of rest.]

I request you to extend my leave till [new end date] ([number of] extra days) as [sick leave]. [The medical certificate is attached.]

I will rejoin on [rejoining date].

Regards,
[your name]

Fill your details

The letter updates as you type. Nothing is saved.

10 Leave Extension Application Samples

Names and places below are fictional. Each leave extension application gives the current dates, reason, new end date and rejoining date.

1. Illness (office)

Subject: Extension of sick leave till 12 October – Nikhil Batra

Dear Ms. Arora,

I am on sick leave from 7 to 9 October 2026. My viral fever has not settled, and the doctor has advised rest till 12 October.

I request you to extend my sick leave by one working day, till 12 October. The medical certificate is attached. I will rejoin on 13 October.

Regards,
Nikhil Batra

2. Family emergency

Subject: Extension of leave till 16 October – Sandeep Joshi

Dear Sunita,

I am on casual leave on 8 and 9 October to visit my father in Nagpur. He has been admitted to hospital, and I need to stay with him a little longer.

I request earned leave from 12 to 16 October 2026. Ankit will continue to cover vendor payments. I will rejoin on 19 October.

Regards,
Sandeep Joshi

3. Travel delay (train or flight cancelled)

Subject: Leave extension due to cancelled train – Priya Iyer

Dear Rahul,

I am on earned leave until 9 October. My return train from Chennai has been cancelled, and the next confirmed seat reaches Pune late on 11 October.

I request one extra day of earned leave on 12 October and will rejoin on 13 October. The cancellation message is attached.

Regards,
Priya Iyer

4. Student to principal

To,
The Principal,
Delhi Public School,
Lucknow

Date: 7 October 2026

Subject: Extension of leave

Respected Sir,

I am Kunal Mishra of Class X-C, Roll No. 07. I was granted leave from 5 to 7 October due to fever. The doctor has advised two more days of rest.

Kindly extend my leave till 9 October 2026. The medical certificate is attached.

Yours obediently,
Kunal Mishra

5. Parent writing for a child

To,
The Class Teacher,
Class III-A,
St. Mary’s School, Hyderabad

Date: 7 October 2026

Subject: Extension of leave for my daughter

Respected Madam,

My daughter, Sanvi Reddy of Class III-A, is on leave until 7 October due to chickenpox. The doctor has advised that she stay home until 14 October.

Kindly extend her leave till 14 October 2026.

Yours sincerely,
Srinivas Reddy (Father)

6. Government employee

To,
The Head of Office,
District Office,
Sagar

Date: 7 October 2026

Subject: Extension of earned leave

Sir,

I am on earned leave from 28 September to 7 October 2026. Due to the illness of my mother at my native place, I request extension of earned leave by five days, till 12 October 2026.

Shri R. K. Patel will continue to hold charge of my section.

Yours faithfully,
Anil Yadav
Assistant

7. Extension after maternity leave

Subject: Leave extension after maternity leave – Kavya Rao

Dear Madam,

My maternity leave ends on 30 November 2026. My baby needs regular medical check-ups this month, so I request earned leave from 1 to 18 December 2026.

I will rejoin on 21 December.

Regards,
Kavya Rao

8. Teacher to principal

To,
The Principal,
Springfield School,
Indore

Date: 7 October 2026

Subject: Extension of medical leave

Respected Madam,

I am on medical leave from 1 to 7 October after minor surgery. The doctor has advised one more week of rest.

Kindly extend my leave till 14 October 2026. The certificate is attached, and Mr. Joshi will continue taking my classes.

Yours sincerely,
Meenal Dubey
TGT Science

9. Short WhatsApp message (then formal email)

Good morning, Ma’am. My fever is still high, and the doctor has asked me to rest till Monday. I will send a formal leave extension request by email today. – Nikhil

10. Extension as leave without pay

Subject: Extension of leave as leave without pay – Rahul Gowda

Dear Sir,

I am on earned leave until 10 October and have no leave balance left. I need to stay back for my brother’s surgery on 12 October.

I request leave without pay from 12 to 16 October 2026. I will rejoin on 19 October.

Regards,
Rahul Gowda

Reasons and the Proof That Helps

ReasonUseful proof
Illness or injuryMedical certificate with advised rest
Family emergencyHospital slip or brief explanation
Travel delayCancellation message or new ticket
Natural eventsNews of floods, landslides or road closures
Child’s illnessDoctor’s note for the child
Proof for a leave extension application

Proof is not always mandatory. However, it makes approval faster, especially for longer extensions. Furthermore, it helps HR record the leave correctly.

Useful Phrases

PurposePhrase
Current leaveI am on approved leave from ___ to ___.
ReasonDue to ___, I need ___ more days.
RequestI request you to extend my leave till ___.
ProofThe ___ is attached for your reference.
RejoiningI will rejoin on ___.
Phrases for a leave extension application

Tips

  • Inform early. Send the request as soon as you know you need more time.
  • Call if urgent. A quick call followed by a written request works well.
  • Update the handover. Confirm who continues to cover your work.
  • Check your balance. If paid leave is exhausted, ask for leave without pay.

Mistakes to Avoid

  • Asking after the leave ends. It may be treated as unauthorised absence.
  • No new end date. Every leave extension application needs one.
  • Vague reasons. Be brief but specific.
  • Missing proof for long medical extensions.

Related Leave Formats

For illness, see the application for sick leave. Planned breaks use an earned leave application. Students can write to the principal using the application to principal format, and the general method is in how to write leave application.

Frequently Asked Questions

How do I write a leave extension application?

Mention your current approved dates, the reason for extension, the new end date and extra days, the leave type, any proof, and your rejoining date.

When should I send a leave extension request?

Before your current leave ends, as soon as you know you need more time.

Can I request a leave extension by email or WhatsApp?

Yes, especially if you are away. Follow up with a formal request or HR portal entry if required.

What if I have no leave balance left?

Request leave without pay, stating the dates clearly.

Do I need a medical certificate for extension of sick leave?

It is often required for longer illness. Check your policy.

Can students request an extension of leave?

Yes. Write to the class teacher or principal with the new dates and a medical certificate if ill.

What happens if I overstay leave without approval?

It may be treated as unauthorised absence. Always inform before the leave ends.

Can my leave extension application be refused?

Yes. Extensions depend on work needs and policy. If refused, discuss options such as working from home for a few days.

Before You Send

Check your leave extension application for the approved dates, new end date and rejoining day. More formats are in our leave applications section.

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