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Annual leave request form

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Our Annual Leave Request Form template simplifies the process, enhancing efficiency and ensuring accurate record-keeping.

If an employee wishes to request annual leave, send them this model form template to complete. It contains a section for you to provide your approval, and incorporates flexibility regarding leave being taken in days or hours, and information for shift workers.

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10 mins
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What is an Annual leave request form?

An annual leave form is a document used by employees to request time off work for their annual leave entitlement. Annual leave refers to the paid time off work that an employee is entitled to take in a given year.

An annual leave form typically includes the employee's name, job title, department, and the dates they are requesting for their annual leave. The form may also include information about the employee's remaining holiday entitlement, and any restrictions or closedown periods during which the company does not allow employees to take leave.

Once an employee submits an annual leave form, their manager or HR representative will review the request and approve it if it meets the company's policies and procedures. The approved form serves as a record of the employee's annual leave entitlement and any leave taken, which is important for calculating pay and ensuring that the employee receives their entitled time off.

Best practice timescale for this to be issued
When should this form be issued?
Upon request
Issued by who, to whom
Who should issue this form, and to whom?
The Employee to the Employer (you)
Applicable legal jurisdictions
In which jurisdictions can this form be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

In the UK, the amount of annual leave entitlement varies depending on the employment contract and length of service. Full-time employees are typically entitled to at least 28 days of annual leave per year, including public holidays. Part-time employees are entitled to a pro-rata amount based on their contracted hours.

Here are some UK employment legislations that employers should consider when implementing an annual leave request form:

  • Working Time Regulations 1998: This legislation provides the framework for annual leave entitlements in the UK, including minimum entitlements, carryover rules, and payment in lieu of leave. Employers should ensure that their annual leave request form complies with these regulations, including the minimum notice period required for taking leave.

  • Equality Act 2010: This legislation prohibits discrimination in the workplace, including in relation to annual leave requests. Employers should ensure that their annual leave request form does not discriminate against any employee on the basis of their protected characteristics, such as age, gender, race, or disability.

  • Data Protection Act 2018: This legislation regulates the collection, storage, and processing of personal data, including information collected through annual leave request forms. Employers should ensure that their annual leave request form complies with data protection requirements, including obtaining consent from employees to collect and process their personal data.

  • Employment Rights Act 1996: This legislation provides protections for employees, including in relation to annual leave entitlements and pay. Employers should ensure that their annual leave request form complies with these protections, including the requirement to provide employees with a written statement of their terms and conditions of employment.

  • Trade Union and Labour Relations (Consolidation) Act 1992: This legislation sets out the rights of employees to join a trade union and to engage in collective bargaining with their employer. Employers should ensure that their annual leave request form does not infringe on these rights and that they consult with any trade union representatives before implementing any changes to their annual leave policies.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Annual leave request



PLEASE NOTE: First day and Last day means your first and last days of leave; Last day does not refer to your first day back at work after your leave.

If taking a half day, specify AM or PM in the appropriate box(es).

First day of leave (date):  
Last day of leave (date):  
Total number of [days | hours] taken:  
Remaining entitlement (after taking these [days | hours]):  

[Shift Workers: please count only those days you would have been scheduled to work (including Saturdays / Sundays / Bank Holidays). Do not include your normal off days in the number of days to be deducted.]


I have read and understood the [Company Annual Leave|Holiday] policy and have completed this form in accordance with the appropriate guidance.

Signed (employee):  
Approved (line manager):  

Version: [1.0]

Issue date: [date]

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