30 Faculty Templates · 90 Versions

Teacher & School Staff Leave Applications: Formats, Substitution Etiquette & 30 Templates

Teaching and educational administration require consistent classroom leadership and syllabus progression. When an educator or staff member needs leave, planning for lecture substitution, student supervision, and curricular handover is vital for school operations. Professional leave applications ensure institutional transparency and swift administrative approval.

Casual Leave & Health Emergencies Family Events & Personal Affairs Professional Development & Responsibilities

Faculty Leave Governance & Classroom Continuity

Unlike corporate roles where tasks can often pause asynchronously, classroom teachers oversee daily student schedules. When a teacher is absent without arrangement, entire cohorts of students are left unsupervised. Therefore, school administrations expect leave applications to address both administrative protocol and classroom coverage.

  • Casual Leave (CL): Short allowances (typically 8 to 15 days annually) intended for brief personal matters, family obligations, or sudden indisposition.
  • Medical Leave (ML): Granted for acute illness or surgical interventions, accompanied by registered medical practitioner certificates.
  • Duty Leave / On-Duty (OD): Sanctioned when teachers participate in board examination evaluations, external practical moderation, teacher training workshops, or academic conferences.
  • Maternity & Childcare Leave: Statutory leave allowances governed by national education labor codes providing extended coverage for childbirth and early care.

Arranging Class Substitution: The Professional Teacher's Standard

Prior to submitting your application to the Principal or Vice-Principal, follow the institutional peer substitution protocol:

  1. Identify Mutual Substitutes: Speak with departmental colleagues whose free periods align with your scheduled teaching hours.
  2. Prepare Lesson / Activity Plans: Provide your substitute with study materials, practice exercises, or assigned reading so instructional time remains productive.
  3. Document Substitution Commitments: In your application, list the classes being covered alongside the names and signatures of the accepting colleagues.
Institutional Best Practice: Hand over your physical attendance registers, laboratory equipment keys, and ongoing evaluation mark-sheets to your Department Head before proceeding on planned leave.

Key Guidelines for School Staff and Educators

  • Notice Periods: For planned casual leave, submit your application at least two to three days in advance. For medical surgeries or maternity leave, give several weeks notice to facilitate temporary substitute hiring.
  • Examination Periods: Avoid taking non-emergency leave during mid-term and board examination dates when invigilation rosters are critical.
  • Professional Tone: Maintain a respectful, concise tone addressed to The Principal / Headmaster / Director.

Casual Leave & Health Emergencies

Verified formats and customizable examples for casual leave & health emergencies.

Topic 01 · Teachers / School Staff Leave Applications

1. General Leave Application for Teacher

To,
The Principal,
[School Name],
[City]

Subject: General Leave Application

Respected Sir/Madam,

I am writing to formally request a leave of absence from [Start Date] to [End Date] due to some personal commitments. I have prepared the lesson plans for my classes and handed over the assessment tasks to [Colleague's Name] to ensure smooth academic continuity.

I will resume my duties on [Return Date]. Kindly approve my leave request.

Thank you.

Yours sincerely,
[Your Name]
[Your Designation/Department]
Date: [Date]
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Topic 02 · Teachers / School Staff Leave Applications

2. Leave Application to Principal by Teacher

To,
The Principal,
[School Name],
[City]

Subject: Leave Application to the Principal

Respected Sir/Madam,

I am writing to respectfully request leave from [Start Date] to [End Date] due to [brief reason]. As the class teacher of [Class/Section], I have briefed the substitute teacher and ensured that all necessary study materials are available for the students.

I look forward to your favorable response. 

Thank you.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 03 · Teachers / School Staff Leave Applications

3. Leave Application by School Teacher

To,
The Principal,
[School Name],
[City]

Subject: Leave Application by School Teacher

Respected Sir/Madam,

Please accept this letter as a formal request for leave from [Start Date] to [End Date]. Due to [reason], I will be unable to attend school during this time. I have coordinated with the head of my department to ensure my teaching duties are covered.

I will resume my regular schedule on [Return Date]. Thank you for your understanding.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 04 · Teachers / School Staff Leave Applications

4. Medical Leave Application for Teacher

To,
The Principal,
[School Name],
[City]

Subject: Medical Leave Application

Respected Sir/Madam,

I am writing to formally request medical leave from [Start Date] to [End Date] as I am undergoing medical treatment and have been advised complete rest by my doctor. I have enclosed my medical certificate for your reference.

I have handed over my lesson plans and grading responsibilities to [Colleague's Name]. I expect to resume my duties on [Return Date].

Thank you for your support.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 05 · Teachers / School Staff Leave Applications

5. Sick Leave Application for Teacher

To,
The Principal,
[School Name],
[City]

Subject: Sick Leave Application

Respected Sir/Madam,

Please accept this email as notification that I am unwell and unable to attend school today, [Date]. I am visiting the doctor and will be resting to recover quickly.

I have informed [Colleague's Name] regarding my absence, and they will manage my classes for the day. I hope to resume work by [Return Date].

Thank you for your understanding.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 06 · Teachers / School Staff Leave Applications

6. Leave Application for Fever

To,
The Principal,
[School Name],
[City]

Subject: Sick Leave Application due to Fever

Respected Sir/Madam,

I am writing to inform you that I have developed a high fever and will be unable to attend school today, [Date]. I am taking the day to rest and consult my physician.

I have notified [Colleague's Name] about my absence, and they will monitor my classes. I hope to recover quickly and resume work by [Return Date].

Thank you for your understanding.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 07 · Teachers / School Staff Leave Applications

7. Leave Application for Personal Reasons

To,
The Principal,
[School Name],
[City]

Subject: Leave Application for Personal Reasons

Respected Sir/Madam,

I am writing to request a leave of absence from [Start Date] to [End Date] to attend to some pressing personal matters. 

I have organized my current workload and delegated urgent teaching tasks to [Colleague's Name] to ensure there is no disruption to the students' learning. I will have limited access to emails during this period.

I kindly request you to approve my leave. Thank you for your support.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 08 · Teachers / School Staff Leave Applications

8. Leave Application for Urgent Work

To,
The Principal,
[School Name],
[City]

Subject: Urgent Leave Application

Respected Sir/Madam,

Please accept this email as a request for urgent leave on [Date] due to some unavoidable personal work that requires my immediate attention. 

I have informed [Colleague's Name] about my absence, and they will monitor my classes. I will resume my duties on [Return Date].

I apologize for the short notice and appreciate your understanding.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 09 · Teachers / School Staff Leave Applications

9. Leave Application for Family Function

To,
The Principal,
[School Name],
[City]

Subject: Leave Application for Family Function

Respected Sir/Madam,

I am writing to request leave from [Start Date] to [End Date] to attend an important family function in my hometown. I will resume my teaching duties on [Return Date].

I have ensured that my lesson plans are up to date and have delegated my daily responsibilities to [Colleague's Name] to ensure a smooth workflow during my absence. 

Kindly approve my leave request. Thank you for your understanding.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 10 · Teachers / School Staff Leave Applications

10. Leave Application for Marriage

To,
The Principal,
[School Name],
[City]

Subject: Leave Application for Marriage Ceremony

Respected Sir/Madam,

I am writing to formally request leave from [Start Date] to [End Date] as I need to attend a close family member's marriage ceremony. I will be traveling out of station for the wedding functions and will resume my duties on [Return Date].

I have prepared a detailed handover of my syllabus and assigned [Colleague's Name] to manage my classes. I would be grateful if you could approve my leave request.

Thank you for your support.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Family Events & Personal Affairs

Verified formats and customizable examples for family events & personal affairs.

Topic 11 · Teachers / School Staff Leave Applications

11. Leave Application for Family Emergency

To,
The Principal,
[School Name],
[City]

Subject: Emergency Leave Application

Respected Sir/Madam,

I am writing to inform you that I have encountered an unexpected family emergency and need to take immediate leave starting today, [Start Date]. I expect to be away until [End Date], but I will keep you updated if this changes.

[Colleague's Name] has been briefed on my current classes and will handle any critical issues in my absence. I will have limited connectivity but will check my phone periodically.

Thank you for your cooperation and understanding during this difficult time.

Yours sincerely,
[Your Name]
[Your Contact Number]
Date: [Date]
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Topic 12 · Teachers / School Staff Leave Applications

12. Leave Application for Death in Family

To,
The Principal,
[School Name],
[City]

Subject: Leave Application due to Death in the Family

Respected Sir/Madam,

It is with deep sadness that I inform you of the passing of my [Relation]. Due to this unfortunate event, I need to take immediate leave from [Start Date] to [End Date] to attend the funeral and be with my family.

I have briefly informed [Colleague's Name] about my absence. I will have limited access to emails but can be reached on my mobile for absolute emergencies regarding school matters.

Thank you for your understanding and support during this difficult time.

Yours sincerely,
[Your Name]
[Your Contact Number]
Date: [Date]
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Topic 13 · Teachers / School Staff Leave Applications

13. Leave Application for Maternity Leave

To,
The Principal,
[School Name],
[City]

Subject: Application for Maternity Leave

Respected Sir/Madam,

I am writing to formally request maternity leave starting from [Start Date]. As per my doctor's advice and the school's policy, I will be on leave for [Number] weeks, expecting to resume my duties on [Return Date].

I have prepared a comprehensive handover document for my classes and will brief [Colleague's Name] to ensure a seamless transition for the students. I have attached the medical certificate for your reference.

Thank you for your support during this special time.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 14 · Teachers / School Staff Leave Applications

14. Leave Application for Paternity Leave

To,
The Principal,
[School Name],
[City]

Subject: Application for Paternity Leave

Respected Sir/Madam,

I am writing to formally request paternity leave from [Start Date] to [End Date] as my wife has delivered a baby / is expecting a baby on [Date]. I need this time to support my family and care for the newborn.

I have handed over my teaching responsibilities and lesson plans to [Colleague's Name] to ensure the students' academic progress is not affected. I will resume my duties on [Return Date].

Thank you for your understanding and support.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 15 · Teachers / School Staff Leave Applications

15. Leave Application for Childcare

To,
The Principal,
[School Name],
[City]

Subject: Leave Application for Childcare

Respected Sir/Madam,

I am writing to request leave from [Start Date] to [End Date] as my child is unwell and requires my full attention and care at home. 

I have arranged for [Colleague's Name] to take over my classes and ensure that the students' syllabus is covered during my absence. I will resume my regular duties on [Return Date].

Kindly approve my leave request. Thank you for your understanding.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 16 · Teachers / School Staff Leave Applications

16. Leave Application for Hospital Visit

To,
The Principal,
[School Name],
[City]

Subject: Leave Application for Hospital Visit

Respected Sir/Madam,

I am writing to request a half-day/full-day leave on [Date] as I have a scheduled hospital visit for some medical tests. 

I will ensure that my priority tasks for the day are completed before I leave / I will resume work immediately after my visit. [Colleague's Name] will be available to handle my classes during my absence.

Kindly approve my leave request. Thank you.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 17 · Teachers / School Staff Leave Applications

17. Leave Application for Surgery

To,
The Principal,
[School Name],
[City]

Subject: Medical Leave Application for Surgery

Respected Sir/Madam,

I am writing to formally request medical leave from [Start Date] to [End Date] as I am scheduled to undergo a surgical procedure on [Date of Surgery]. My doctor has advised a recovery period of [Number] weeks post-surgery.

I have prepared a detailed handover document and briefed [Colleague's Name] to manage my classes during my absence. I have also attached the medical certificate for your reference.

I appreciate your support during this time and will keep you updated on my recovery progress.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 18 · Teachers / School Staff Leave Applications

18. Leave Application for Half Day

To,
The Principal,
[School Name],
[City]

Subject: Half-Day Leave Application

Respected Sir/Madam,

I am writing to request a half-day leave on [Date] for the [first half / second half] of the day due to some personal work. I will be available during the [second half / first half] of the day.

I have ensured that my urgent tasks for the day are managed. [Colleague's Name] will be available to assist if anything critical arises during my absence.

Thank you for your consideration.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 19 · Teachers / School Staff Leave Applications

19. Leave Application for One Day

To,
The Principal,
[School Name],
[City]

Subject: One-Day Leave Application

Respected Sir/Madam,

Please accept this request for a one-day leave on [Date] to attend to some important personal matters. I will resume my regular duties on [Return Date].

I have completed my pending tasks for the week and briefed [Colleague's Name] to handle any urgent queries in my absence.

Kindly approve my leave request. Thank you.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 20 · Teachers / School Staff Leave Applications

20. Leave Application for Three Days

To,
The Principal,
[School Name],
[City]

Subject: Three-Day Leave Application

Respected Sir/Madam,

I would like to formally request a three-day leave from [Start Date] to [End Date] for personal reasons. I will resume work on [Return Date].

I have ensured that all my priority tasks are completed and have handed over my pending items to [Colleague's Name]. They will monitor my classes for any urgent requirements.

I look forward to your approval.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Professional Development & Responsibilities

Verified formats and customizable examples for professional development & responsibilities.

Topic 21 · Teachers / School Staff Leave Applications

21. Leave Application for Five Days

To,
The Principal,
[School Name],
[City]

Subject: Five-Day Leave Application

Respected Sir/Madam,

I am writing to request a five-day leave from [Start Date] to [End Date] to attend to some important personal matters. I will return to the school on [Return Date].

I have prepared a detailed handover for my current classes and briefed [Colleague's Name] to manage my daily operations. I will ensure all critical files are accessible before I leave.

Thank you for your consideration and support.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 22 · Teachers / School Staff Leave Applications

22. Leave Application for One Week

To,
The Principal,
[School Name],
[City]

Subject: One-Week Leave Application

Respected Sir/Madam,

I am writing to formally request a one-week leave from [Start Date] to [End Date] for personal reasons. I will be back in the school on [Return Date].

I have completed my deliverables for the upcoming week and handed over my daily responsibilities to [Colleague's Name]. I will ensure a smooth transition of tasks before my departure.

I look forward to your approval.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 23 · Teachers / School Staff Leave Applications

23. Leave Application for Vacation

To,
The Principal,
[School Name],
[City]

Subject: Annual Leave Application for Vacation

Respected Sir/Madam,

I would like to request annual leave for my vacation from [Start Date] to [End Date]. I will return to the school on [Return Date].

Prior to my departure, I will complete all pending grading and provide a detailed handover to [Colleague's Name] to ensure smooth operations during my absence.

Thank you for considering my request.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 24 · Teachers / School Staff Leave Applications

24. Leave Extension Application

To,
The Principal,
[School Name],
[City]

Subject: Leave Extension Application

Respected Sir/Madam,

I am writing to formally request an extension to my current leave, which was originally scheduled to end on [Original End Date]. Due to [brief reason, e.g., ongoing medical recovery / unavoidable personal circumstances], I need to extend my leave until [New End Date].

I have informed [Colleague's Name] about this change, and they will continue to manage my classes. I will resume my duties on [New Return Date].

I apologize for any inconvenience caused and appreciate your understanding.

Yours sincerely,
[Your Name]
[Your Contact Number]
Date: [Date]
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Topic 25 · Teachers / School Staff Leave Applications

25. Leave Application for School Staff

To,
The Principal,
[School Name],
[City]

Subject: Leave Application for School Staff

Respected Sir/Madam,

I am writing to formally request leave from [Start Date] to [End Date] due to [brief reason]. As a member of the school staff, I have ensured that my daily administrative duties are handed over to [Colleague's Name] to maintain smooth school operations.

I will resume my regular duties on [Return Date]. Kindly approve my leave request.

Thank you.

Yours sincerely,
[Your Name]
[Your Designation/Department]
Date: [Date]
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Topic 26 · Teachers / School Staff Leave Applications

26. Leave Application for Non-Teaching Staff

To,
The Principal / Administrative Officer,
[School Name],
[City]

Subject: Leave Application for Non-Teaching Staff

Respected Sir/Madam,

I am writing to request leave from [Start Date] to [End Date] due to [brief reason]. As part of the non-teaching/administrative staff, I have coordinated with [Colleague's Name] to ensure that all front-office and administrative tasks are managed during my absence.

I will resume my duties on [Return Date]. Kindly approve my leave application.

Thank you.

Yours sincerely,
[Your Name]
[Your Designation, e.g., Admin Assistant / Accountant]
Date: [Date]
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Topic 27 · Teachers / School Staff Leave Applications

27. Leave Application for Exam Duty

To,
The Principal,
[School Name],
[City]

Subject: Leave Application for Exam Duty

Respected Sir/Madam,

I am writing to inform you that I have been assigned exam duty at [Center Name / School Name] from [Start Date] to [End Date]. Therefore, I request you to kindly grant me leave / relieve me from my regular teaching duties during this period.

I have handed over my lesson plans and class responsibilities to [Colleague's Name] to ensure my students' academic progress is not affected. 

Thank you for your cooperation.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 28 · Teachers / School Staff Leave Applications

28. Leave Application for Training

To,
The Principal,
[School Name],
[City]

Subject: Leave Application for Training Program

Respected Sir/Madam,

I am writing to request leave from [Start Date] to [End Date] as I have been selected to attend a mandatory training program on [Topic] organized by [Organization/Board]. 

I have arranged for [Colleague's Name] to supervise my classes and ensure the syllabus is covered during my absence. I have attached the training schedule for your reference.

Kindly approve my leave request. Thank you.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 29 · Teachers / School Staff Leave Applications

29. Leave Application for Professional Development

To,
The Principal,
[School Name],
[City]

Subject: Leave Application for Professional Development

Respected Sir/Madam,

I am writing to request leave from [Start Date] to [End Date] to attend a professional development workshop/conference on [Topic] at [Location]. This event will greatly enhance my teaching methodologies and benefit our students.

I have handed over my teaching responsibilities to [Colleague's Name] for the duration of my absence. Kindly approve my leave request.

Thank you.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Topic 30 · Teachers / School Staff Leave Applications

30. Leave Application After Absence

To,
The Principal,
[School Name],
[City]

Subject: Leave Regularization Application

Respected Sir/Madam,

I am writing to formally request the regularization of my absence from [Start Date] to [End Date]. I was unable to attend school on these days due to [brief reason, e.g., sudden illness / family emergency] and could not apply for leave in advance.

I have since recovered / resolved the issue and have resumed my teaching duties. I have attached the necessary supporting documents for your reference.

Kindly approve my leave regularization request. Thank you for your understanding.

Yours sincerely,
[Your Name]
[Your Designation]
Date: [Date]
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Frequently Asked Questions

How should a school teacher arrange class substitution before taking leave?

Consult your daily timetable and coordinate with colleagues in your department who have planning or unassigned periods. Obtain their verbal or written consent to cover your lectures, leave structured student activity sheets, and note their names on your formal application submitted to the Vice Principal or Timetable Coordinator.

What is On-Duty (OD) leave for school and college teachers?

On-Duty leave is granted when a faculty member attends official school-sanctioned duties off campus, such as board exam invigilation, university paper evaluations, sports coaching tours, or state pedagogical workshops. OD leave does not deplete your personal Casual Leave balance.

Can a teacher take leave during terminal or board examination days?

Schools heavily discourage casual leave during exam seasons because invigilation rosters and paper security require full staff attendance. Leave during examinations is typically granted only for serious medical emergencies or compassionate bereavement.

What documents are required when a teacher applies for medical leave?

For illness extending beyond two or three consecutive days, teachers must submit a formal application accompanied by a registered medical doctor's diagnosis certificate. Upon resuming work, a Medical Fitness Certificate must also be provided.

Who should a school administrative staff member address their leave letter to?

Administrative and non-teaching staff (librarians, lab assistants, accountants, clerical officers) typically address their leave applications to the School Registrar, Administrative Officer (AO), or Bursar, with a copy forwarded to the Principal.

What is the procedure for emergency leave when a teacher falls sick overnight?

Send an SMS, WhatsApp message, or early morning email to the Vice Principal and Timetable In-charge by 7:00 AM so emergency substitute arrangements can be made before morning assembly. Submit the formal written application immediately upon your return.

Need a Custom Tailored Leave Application?

Use our interactive rich-text editor to customize dates, reasons, and task delegation in seconds. Export directly to printable PDF, Microsoft Word (.doc), or send via WhatsApp.

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