A leave request form template is a standardised document that employees use to formally request time off — capturing the leave type, dates, reason, and supporting documentation while initiating the approval workflow. Without a standardised form, leave requests arrive by email, text, Slack message, and verbal conversation, creating confusion about what was approved, when, and by whom.
This guide provides a comprehensive leave request form template you can adapt to any organisation, explains what each field is for, and covers the compliance requirements you need to address.
Key takeaways
- A complete leave request form captures employee details, leave type, dates, reason, supporting documentation, and manager approval in one standardised format.
- The form must accommodate all leave types — annual leave, sick leave, maternity/paternity, bereavement, unpaid leave, and statutory leave.
- Supporting documentation requirements should be clearly specified for each leave type and aligned with statutory obligations.
- The approval workflow should include timeline requirements, escalation paths, and record-keeping.
- Digital forms with audit trails are strongly preferred over paper or email-based processes.
Section 1: Employee information
Capture the basics needed to process the request.
Fields:
- Employee name
- Employee ID
- Department/team
- Manager name
- Date of request
- Contact details during leave (if applicable)
Section 2: Leave details
This is the core of the form. Be specific about what information you need.
Fields:
- Leave type (dropdown):
- Annual leave / vacation
- Sick leave / personal illness
- Family sick leave / carer’s leave
- Maternity leave
- Paternity leave
- Parental leave
- Bereavement leave
- Compassionate leave
- Study leave
- Unpaid leave
- Other (specify)
- Start date of leave
- End date of leave
- Total days requested (auto-calculated or manual)
- Is this a half-day request? (half day AM / half day PM / full day(s))
Section 3: Reason and documentation
The level of detail required depends on the leave type and jurisdiction.
Fields:
- Reason for leave (free text — the level of detail required depends on the leave type)
- Supporting documentation (file upload or checkbox):
- Medical certificate (for sick leave of 3+ consecutive days in the UK)
- Fit note
- Bereavement documentation (death certificate, funeral notice)
- Court summons or jury duty notice
- Other documentation (specify)
Template note:
For sick leave of [3] or more consecutive working days, a medical certificate from a licensed healthcare practitioner must be attached. The certificate should confirm the period of incapacity and is not required to disclose the diagnosis.
Section 4: Handover and coverage
Ensure operational continuity during the absence.
Fields:
- Handover notes (free text — key tasks, deadlines, and contacts)
- Colleague covering (name of person covering duties)
- Client or stakeholder notification (checkbox — confirmed/not required)
- Out-of-office response set up (checkbox)
Section 5: Acknowledgement and signature
Both the employee and the manager sign to confirm the request and approval.
Employee section:
I confirm that the information provided is accurate and that I understand the company’s leave policy. I will notify my manager of any changes to the requested dates.
- Employee signature
- Date
Manager section:
I approve / do not approve this leave request. Reason for refusal (if applicable):
- Manager signature
- Date
- Approval status (approved / denied / pending)
- Comments
Section 6: HR processing (internal)
A section for HR to record the administrative action taken.
Fields:
- Leave deducted from balance
- Pay adjustments (if applicable)
- Statutory leave reference (e.g., SMP, SSP, FMLA)
- Notes
- Processed by
- Date processed
Compliance considerations
Record-keeping
In most jurisdictions, employers must retain records of leave requests and approvals for a specified period (UK: 3 years; US: 3 years under FLSA; Australia: 7 years under Fair Work Act). Your form — whether digital or paper — must be stored securely and retrievable.
Confidentiality
Medical information provided on leave request forms must be handled confidentially. Line managers should see the dates and approval status but not the medical details. Medical documentation should go to HR only.
Accessibility
The form must be accessible to all employees, including those with disabilities. Digital forms should meet WCAG 2.1 AA standards. Paper forms should be available in large print or alternative formats on request.
Digital vs paper forms
Digital forms (recommended):
- Automatic accrual deduction
- Audit trail of who approved what and when
- Integration with HR and payroll systems
- Employee self-service (submit from anywhere, check balance in real time)
- Notification and reminder workflows
Paper forms:
- No audit trail beyond the physical document
- Manual accrual calculation (error-prone)
- Storage and retrieval challenges
- No integration with payroll
- Slower approval cycle
For organisations with more than 10 employees, digital forms are strongly recommended.
Putting it into practice
Five checks to ensure your leave request form is effective:
- The form captures all required fields for every leave type.
- Supporting documentation requirements are specified for each leave type.
- The approval workflow includes timeline requirements and escalation paths.
- The form stores securely with an audit trail for compliance.
- The form is accessible to all employees and integrates with your HR/payroll systems.
Leave Balance provides a digital leave request form that auto-fills employee details, calculates balances in real time, routes approvals to the right manager, and stores everything with a full audit trail — so leave requests take minutes, not days.
Frequently asked questions
What should a leave request form include?
At minimum: employee details, leave type, start and end dates, reason, supporting documentation, handover information, manager approval, and HR processing. The form should be standardised and used consistently across the organisation.
Can an employee request leave verbally?
While informal verbal requests happen, they should be followed up with a formal written request. Verbal requests create ambiguity about what was approved and when. The written form protects both the employee and the employer.
How far in advance should leave be requested?
This depends on the leave type and your company policy. Common notice periods: annual leave (2 weeks for 1-5 days, 4 weeks for 5+ days), sick leave (as soon as practicable), maternity leave (15 weeks before the expected week of childbirth).
Do I need to provide a reason for annual leave?
In most cases, no. Employees are generally not required to provide a reason for annual leave. However, they may be asked to provide a reason for sick leave (particularly for absences of 3+ days) or other statutory leave types.
Can a manager deny a leave request?
Yes, but with limitations. Managers can deny requests based on operational needs, but they cannot deny leave that would leave the employee below their statutory entitlement. The denial must be communicated in writing with reasons, and the employee should have an appeal process.
This article is general information, not legal advice. Consult qualified employment counsel for jurisdiction-specific guidance.