A well-written leave approval email confirms the dates, sets expectations around cover, and leaves no room for misunderstanding. Whether you manage a team of five or fifty, having a consistent approval template saves time and reduces the risk of miscommunication. Below are templates for every common scenario — from a straightforward single-day request to a complex multi-week arrangement.
Key Takeaways
- A leave approval email should confirm dates, team cover, and any handover requirements before the leave starts.
- Written approval creates an audit trail — essential for compliance with UK, AU, and US employment law.
- Conditional approvals (e.g. “approved pending cover”) should be avoided or clearly time-boxed so the employee knows where they stand.
- Most leave management software can automate approval emails — the templates below work whether you use a tool or send manually.
Template 1: Standard Single-Day Leave Approval
Use this for straightforward one-day requests where cover is already arranged.
Subject: Approved — Annual Leave on [Date] — [Employee Name]
Hi [Employee Name],
Your annual leave request for [Date] is approved.
Please ensure [Colleague Name] has access to anything they might need in your absence. If anything changes, let me know as soon as possible.
Enjoy your day off.
Best regards,
[Your Name]Short, clear, and confirmation-focused. No ambiguity about whether the leave was granted.
Template 2: Multi-Day Leave Approval With Cover Instructions
Longer leave requires more detail, especially around handover.
Subject: Approved — Annual Leave [Start Date] to [End Date] — [Employee Name]
Hi [Employee Name],
Your leave from [Start Date] to [End Date] is approved.
Before you go, please:
- Complete a handover note for [Colleague Name], covering any active projects and deadlines
- Set an out-of-office reply with [Colleague Name] as the point of contact
- Update the team calendar with your absence
Your return date is [End Date + 1]. I'll schedule a brief catch-up for that morning to bring you up to speed.
Enjoy your time off.
Kind regards,
[Your Name]The handover requirement protects both the employee (they can disconnect) and the team (nothing is dropped).
Template 3: Approval With Conditional Cover Agreement
Sometimes you need to approve before cover is fully arranged. Set a deadline to avoid confusion.
Subject: Conditional Approval — Annual Leave [Start Date] to [End Date] — [Employee Name]
Hi [Employee Name],
Your leave request for [Start Date] to [End Date] is conditionally approved, subject to finalising cover for [specific task or responsibility].
Please confirm by [Date] that [Colleague Name] has agreed to cover this. If I don't hear from you by then, we may need to discuss alternative dates.
I expect this to be resolved — I wanted to give you the early confirmation while we sort the details.
Best regards,
[Your Name]A conditional approval is better than a flat “pending” — the employee can plan while the admin is resolved.
Template 4: Emergency Leave Approval
Emergency leave requests often come via phone or text. Follow up with a written confirmation.
Subject: Confirmed — Emergency Leave — [Employee Name]
Hi [Employee Name],
Following our conversation earlier, this email confirms your emergency leave starting [Date].
As discussed, please:
- Keep me updated on your expected return date
- Let me know if you need any support from us
- Forward any urgent requests to [Colleague Name]
Take care of what you need to, and don't worry about work. We've got things covered.
Best regards,
[Your Name]Emergency leave approvals should always be confirmed in writing — both for the employee’s peace of mind and to maintain accurate absence records.
Template 5: Bulk Approval for Multiple Team Members
When approving several requests at once (e.g. for a shutdown period), group them for efficiency.
Subject: Leave Approvals — [Department/Team Name] — [Month/Period]
Hi Team,
I've reviewed the leave requests for [Month/Period]. The following are approved:
[Employee Name] — [Start Date] to [End Date]
[Employee Name] — [Start Date] to [End Date]
[Employee Name] — [Start Date] to [End Date]
Please ensure your handover notes are ready at least two days before your leave starts. If you haven't already, add your absence to the shared calendar.
For those returning on [Date], I'll hold a quick stand-up that morning to catch up.
Thanks,
[Your Name]Bulk approvals save time while still providing individual confirmation and consistent expectations.
Template 6: Approval With Return-to-Work Reminder
For long absences or sickness-related leave, set expectations for the return process.
Subject: Approved — Leave [Start Date] to [End Date] — [Employee Name]
Hi [Employee Name],
Your leave from [Start Date] to [End Date] is approved.
Before you leave, please ensure [Colleague Name] is briefed on any ongoing matters.
When you return on [Return Date], we'll schedule a 15-minute catch-up to review priorities and any updates while you were away.
Enjoy your time off, and see you on [Return Date].
Best regards,
[Your Name]A planned return-to-work conversation reduces the “Monday morning overwhelm” that hits after a long break.
How to Use These Templates
Send the approval email as soon as the decision is made. A delay in confirmation creates uncertainty for the employee — particularly when they need to arrange travel or childcare. If your organisation uses leave management software, automate these emails where possible. If you manage leave manually, keep a folder of saved templates in your email client.
In most jurisdictions, written leave approval forms part of an employer’s statutory record-keeping obligations. In the UK, the Working Time Regulations 1998 require employers to keep adequate records of annual leave taken and remaining. In Australia, the Fair Work Act 2009 requires employers to maintain leave records for seven years. A clear paper trail of approvals supports compliance with both.
FAQ
Should I approve leave before or after cover is arranged?
Ideally before — the employee needs certainty. If cover is genuinely uncertain, use the conditional approval template (Template 3) with a firm deadline.
Can I approve leave verbally, or does it need to be written?
Verbal approval is fine for quick decisions, but follow up in writing (email or leave management system) to create an audit trail. This is especially important in regulated industries and for extended leave.
What if I need to change the approval after sending it?
Withdrawing an approved leave carries legal risk — see our guide on cancelling an employee’s approved leave. Use the word “approved” only when you are certain.
How far in advance should I approve leave requests?
As soon as possible after receiving the request. Most employers aim for within 48 hours. A quick approval is one of the simplest ways to build trust with your team.
Do I need to include the employee’s remaining balance in the approval email?
It’s a good practice. Many leave management systems include this automatically. An employee who sees their remaining balance in the confirmation email is less likely to be surprised later in the year.