Free plan template · Word

Annual Leave Planner

An annual leave planner collects each employee's intended leave for the coming year so managers can approve it in advance, avoid too many people being away together and protect peak business periods. It is a plan, not a sanction; formal applications still follow.

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[Company Logo][Company Name]

ANNUAL LEAVE PLANNER – [YYYY]

Company:: [Company Name]
Department:: [Department]
Plan Owner:: [Reporting Manager]
Submit Preferences By:: [Date]

1. Planning Rules for This Year

Peak / blackout periods when planned leave will not normally be approved: [DD/MM/YYYY] to [DD/MM/YYYY]; [DD/MM/YYYY] to [DD/MM/YYYY].
Not more than [Number] team members may be on planned leave on the same day.
Each employee is encouraged to plan at least [Number] days of earned leave during the year.
Where requests clash, priority will be decided by [rotation from last year / date of submission / mutual discussion].
This planner is not a sanction. Submit a leave application at least [Number] days before each planned leave.

2. Team Leave Plan

Employee Name	Emp. ID	Leave Type	Preferred Dates	Alternate Dates	Days	Overlap?	Agreed Dates
[Employee Name]	[Employee ID]	[Leave Type]	[DD/MM/YYYY] – [DD/MM/YYYY]	[DD/MM/YYYY] – [DD/MM/YYYY]	[Number]	[Yes/No]	[DD/MM/YYYY] – [DD/MM/YYYY]
[Employee Name]	[Employee ID]	[Leave Type]	[DD/MM/YYYY] – [DD/MM/YYYY]	[DD/MM/YYYY] – [DD/MM/YYYY]	[Number]	[Yes/No]	[DD/MM/YYYY] – [DD/MM/YYYY]
[Employee Name]	[Employee ID]	[Leave Type]	[DD/MM/YYYY] – [DD/MM/YYYY]	[DD/MM/YYYY] – [DD/MM/YYYY]	[Number]	[Yes/No]	[DD/MM/YYYY] – [DD/MM/YYYY]
[Employee Name]	[Employee ID]	[Leave Type]	[DD/MM/YYYY] – [DD/MM/YYYY]	[DD/MM/YYYY] – [DD/MM/YYYY]	[Number]	[Yes/No]	[DD/MM/YYYY] – [DD/MM/YYYY]

3. Quarterly Coverage Check

Quarter	Planned Leave Days (Team)	Peak Overlap Dates	Cover Arrangement	Action Owner
Q1	[Number]	[Dates]	[Cover Plan]	[Name]
Q2	[Number]	[Dates]	[Cover Plan]	[Name]
Q3	[Number]	[Dates]	[Cover Plan]	[Name]
Q4	[Number]	[Dates]	[Cover Plan]	[Name]

4. Review and Sign-off

Mid-year review date	[Date]
Changes agreed at review

Department Head
[Authorised Signatory]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Blackout or peak periods agreed upfront
Each employee's preferred and alternate dates
Maximum number of team members on leave at the same time
Overlap check column
Manager comments and agreed dates
Note that formal application is still required

When to use it

At the start of the leave year to plan earned leave across the team
Before festive or peak seasons when staffing must be protected
For teams with minimum staffing requirements such as plants, hospitals or support desks
To encourage employees to use their earned leave rather than lose it

How to customise this template

1List your peak months or audit periods in the blackout section
2Set the maximum simultaneous absence for the team
3Circulate the planner by a fixed date and collect responses
4Review mid-year and re-circulate if plans have changed

HR tips

Allocate popular dates such as Diwali or year-end fairly, for example rotating priority each year
Ask for an alternate date so conflicts can be resolved without back-and-forth
Do not treat the plan as binding on the employee; life changes
Share the agreed plan with the whole team for transparency

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Frequently asked questions

What is an annual leave plan?+

It is a forward schedule of the leave each team member intends to take in the year, agreed with the manager so that work is covered. Individual leave applications are still submitted closer to the date.

How do you plan leave for a team fairly?+

Agree blackout periods first, set a cap on how many people can be away at once, collect preferences with alternates, and resolve clashes using a transparent rule such as rotation or first-come.

Is the annual leave planner an approval?+

No. It indicates agreement in principle. The employee should still submit a leave application, and the plan can be revised if business or personal circumstances change.

All 50 leave management →

[Company Logo][Company Name]

LEAVE APPLICATION FORM

Company:: [Company Name]
Form No.:: [Reference Number]
Date of Application:: [Date]

Part A – Employee Details

Employee Name
Employee ID
Designation
Department
Reporting Manager
Work Location
Mobile Number

Part B – Leave Details

Type of Leave	[ ] Casual [ ] Sick [ ] Earned/Privilege [ ] Compensatory Off [ ] Leave Without Pay [ ] Other: [Specify]
From Date (DD/MM/YYYY)
To Date (DD/MM/YYYY)
Number of Working Days
Half Day	[ ] First Half [ ] Second Half [ ] Not Applicable
Reason for Leave
Address and Phone Number During Leave

Part C – Work Handover

Form · Word

Leave Application Form

Download .docx

[Company Logo][Company Name]
LEAVE REQUEST FORM
Company:
[Company Name]
Request Date:
[Date]
Employee
Name [Employee Name]
Employee ID [Employee ID]
Team / Department [Department]
Shift (if applicable)
Manager [Reporting Manager]
Leave Requested
Leave Code From (DD/MM/YYYY) To (DD/MM/YYYY) Total Days
[CL/SL/EL/CO/LWP] [DD/MM/YYYY] [DD/MM/YYYY] [Number]
[Leave Code] [DD/MM/YYYY] [DD/MM/YYYY] [Number]
Purpose (brief)
Reachable on (phone / email)
Form · Word
Leave Request Form
Download .docx
Form · Word
Leave Approval Form
Download .docx
[Company Logo][Company Name]
LEAVE APPLICATION – NOT APPROVED
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Leave Application dated [Date] for [DD/MM/YYYY] to [DD/MM/YYYY]
Dear [Employee Name],
Thank you for submitting your application for [Number] days of [Leave Type] from [DD/MM/YYYY] to [DD/MM/YYYY]. We have reviewed it carefully along with the team schedule for that period.
We regret that we are unable to approve the leave for these dates for the following reason:
Letter · Word
Leave Rejection Letter
Download .docx

Name	[Employee Name]
Employee ID	[Employee ID]
Team / Department	[Department]
Shift (if applicable)
Manager	[Reporting Manager]

Leave Code	From (DD/MM/YYYY)	To (DD/MM/YYYY)	Total Days
[CL/SL/EL/CO/LWP]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]
[Leave Code]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]

Purpose (brief)
Reachable on (phone / email)

Leave Type Applied
Period Applied: From [DD/MM/YYYY] To [DD/MM/YYYY]
Days Applied

[Company Logo][Company Name]

REQUEST FOR CANCELLATION OF SANCTIONED LEAVE

Date:: [Date]

To,
[Reporting Manager]
[Designation]
[Department], [Company Name]

Subject: Request to Cancel Sanctioned Leave – Ref. [Reference Number]

Dear [Reporting Manager],

My application for [Leave Type] from [DD/MM/YYYY] to [DD/MM/YYYY] ([Number] days) was sanctioned on [Date] vide reference [Reference Number]. Due to [brief reason, e.g. change in family plans / completion of personal work earlier than expected], I would like to withdraw this leave as below:

[ ] Full cancellation – I will be on duty for the entire period
[ ] Partial cancellation – I will report for duty from [DD/MM/YYYY]; leave from [DD/MM/YYYY] to [DD/MM/YYYY] will continue
Number of days to be cancelled	[Number]

Letter · Word

Leave Cancellation Request

Download .docx

[Company Logo][Company Name]

APPROVAL OF LEAVE CANCELLATION

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval of Cancellation of Leave Sanctioned vide Ref. [Reference Number]

Dear [Employee Name],

This refers to your request dated [Date] to cancel the [Leave Type] sanctioned to you from [DD/MM/YYYY] to [DD/MM/YYYY]. Based on confirmation from [Reporting Manager] that you reported for duty on [DD/MM/YYYY], your request has been approved as follows:

Particulars	Details
Leave originally sanctioned	[Number] days ([DD/MM/YYYY] to [DD/MM/YYYY])
Leave cancelled	[Number] days ([DD/MM/YYYY] to [DD/MM/YYYY])
Leave availed (if partial)	[Number] days
Leave head re-credited	[Leave Type]
Revised balance	[Number] days

Letter · Word

Leave Cancellation Approval

Download .docx

[Company Logo][Company Name]

LEAVE BALANCE STATEMENT

Company:: [Company Name]
Statement Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Issued On:: [Date]

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]

A. Summary by Leave Type

Leave Type	Opening Balance	Credited	Availed	Lapsed	Encashed	Closing Balance
Casual Leave	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]
Sick Leave	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]
Earned / Privilege Leave	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]
Compensatory Off	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]

B. Leave Availed During the Period

Sl. No.	From	To	Days	Leave Type	Approval Ref.
1	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	[Leave Type]	[Reference Number]
2	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	[Leave Type]	[Reference Number]
3	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	[Leave Type]	[Reference Number]

Report · Word

Leave Balance Statement

Download .docx

[Company Logo][Company Name]

LEAVE REGISTER

Name of Establishment:: [Company Name]
Address:: [Company Address]
Leave Year:: [YYYY]

Employee Name	[Employee Name]
Employee ID / Token No.	[Employee ID]
Father's / Spouse's Name
Designation	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]

Opening Position

Leave Type	Balance Brought Forward	Credit for the Year	Total Available
Earned / Privilege Leave	[Number]	[Number]	[Number]
Casual Leave	[Number]	[Number]	[Number]
Sick Leave	[Number]	[Number]	[Number]

Leave Entries

Sl.	Date of Application	Leave Type	From	To	Days	Balance After	Sanctioned By	Remarks
1	[DD/MM/YYYY]	[Leave Type]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	[Number]	[Initials]	[Remarks]
2	[DD/MM/YYYY]	[Leave Type]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	[Number]	[Initials]	[Remarks]
3	[DD/MM/YYYY]	[Leave Type]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	[Number]	[Initials]	[Remarks]
4	[DD/MM/YYYY]	[Leave Without Pay]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	[Number]	[Initials]	[Remarks]

Leave Register

Download .docx

Annual Leave Planner

Preview of the plan

1. Planning Rules for This Year

2. Team Leave Plan

3. Quarterly Coverage Check

4. Review and Sign-off

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Part A – Employee Details

Part B – Leave Details

Part C – Work Handover

Leave Application Form

Employee

Leave Requested

Leave Request Form

1. Employee Details

2. Leave Applied For

3. Leave Sanctioned

Leave Approval Form

Subject: Your Leave Application dated [Date] for [DD/MM/YYYY] to [DD/MM/YYYY]

Leave Rejection Letter

Subject: Request to Cancel Sanctioned Leave – Ref. [Reference Number]

Leave Cancellation Request

Subject: Approval of Cancellation of Leave Sanctioned vide Ref. [Reference Number]

Leave Cancellation Approval

A. Summary by Leave Type

B. Leave Availed During the Period

Leave Balance Statement

Opening Position

Leave Entries

Leave Register

Annual Leave Planner

Preview of the plan

1. Planning Rules for This Year

2. Team Leave Plan

3. Quarterly Coverage Check

4. Review and Sign-off

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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