How to write an application

An application is a short formal letter that asks for one thing. Schools, banks and offices in India all expect the same layout. Once you know the eight parts, you can write any application in ten minutes.

The eight parts, in order

1. Receiver. Begin with "To", then the post of the person, the name of the institution and the place. Write the post, not the person's name: The Principal, The Branch Manager, The Tehsildar.
2. Date. Write it in full, for example 14 November 2026.
3. Subject. One line that says what the letter is about: "Application for sick leave", "Request for a new cheque book". A busy reader should know your request from this line alone.
4. Greeting. "Respected Sir/Madam" for school and government offices; "Dear Sir/Madam" for banks and companies.
5. Who you are. One sentence with the details that identify you there: class and roll number, account number, employee ID, consumer number.
6. What you want, and why. The request, with exact dates or amounts, and the reason in a few plain words.
7. Closing. A line of thanks.
8. Sign-off. "Yours obediently" (student to teacher), "Yours faithfully" (to an office or a person you do not know) or "Yours sincerely" (to a person you know or have named), then your name, details and signature.

A worked example

Here is how the parts look in a short leave application. The numbers match the list above.

The names in this example are made up to show the layout.

Seven common mistakes

• No subject line. The reader has to hunt for your request.
• Vague dates. "For some days" or "next week" always brings a question back. Give dates.
• Missing identity details. Without a roll number, account number or consumer number, the office cannot act.
• Too long. An application is not a story. If it runs past one page, cut it.
• Old, heavy phrases. "I beg to state that" and "with due respect and humble submission" add nothing. "I request you to" is polite and enough.
• Two requests in one letter. Each request may go to a different desk. Write two letters.
• No signature. An unsigned paper application is not valid in most offices.

Paper, email or WhatsApp?

Use what the receiver uses. Schools and government offices mostly want signed paper. Companies want email or the HR portal. A class teacher may accept a WhatsApp message for a day's leave and ask for a signed note later.

For email, the subject line goes in the subject box. Start the body at the greeting and end with your name and phone number. You do not need the "To" block or the date, because the email carries both.

Application format in Hindi

A Hindi application (प्रार्थना पत्र) follows the same order with its own set phrases:

Many formats on this site have a ready Hindi version. Open a format and tap हिंदी.

Before you hand it in

1. Read it once aloud. You will hear any missing word.
2. Check names, numbers and dates against your documents.
3. Sign it, and write your phone number.
4. Attach copies of supporting papers, never originals, unless the office asks to see them.
5. Keep a copy. For an office, get a dated receiving stamp on your copy.

See all formats