Free form template · Word

Leave Approval Form

A leave approval form is the document the sanctioning authority completes after reviewing an employee's leave application. It records exactly what was sanctioned, under which leave head, any conditions, and the effect on the leave balance and payroll.

Editable Word (.docx)
Made for India
18 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[Company Logo][Company Name]

LEAVE APPROVAL FORM

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

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Work Location	[Work Location]

2. Leave Applied For

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

3. Leave Sanctioned

Leave Head	From	To	Days	Paid / Unpaid
[Leave Type]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	[Paid]
[Leave Without Pay]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	[Unpaid]

4. Balance After Sanction

Leave Head	Balance Before	Debited	Balance After
[Leave Type]	[Number]	[Number]	[Number]
[Leave Type]	[Number]	[Number]	[Number]

5. Conditions of Approval (if any)

The employee will remain reachable on [Phone Number] for urgent matters.
Work handover to [Colleague Name] will be completed by [Date].
Any extension must be applied for before [Date]; otherwise absence will be treated as per policy.

6. Payroll Instruction

Payroll to process [Number] paid days and [Number] unpaid days for the month of [Month, Year]. No deduction is to be made for sanctioned paid leave.

Sanctioning Authority
[Authorised Signatory]
[Designation]
Date: [Date]

HR Department
[HR Name]
Date: [Date]

Copy to: Employee | Reporting Manager | Payroll | Personnel File

Download Word (.docx) — free

What this template includes

Reference to the original application number so both documents link
Sanctioned leave head and days, which may differ from the request
Split of paid and unpaid days for accurate salary processing
Conditions of approval, such as availability on a key date
Updated balance after debit
Distribution list: employee, manager, payroll, personnel file

When to use it

When approved leave differs from what was applied for (dates, type or number of days)
For leave that needs HOD or HR sanction in addition to the manager
To give payroll a clear instruction on paid versus unpaid days
When a formal sanction order must be kept on the personnel file

How to customise this template

1Match the authority levels to your leave approval matrix
2Add your payroll cut-off date so late approvals are flagged
3Include a field for the HRMS reference if you also record leave in software
4Remove the conditions section if your company does not use conditional approvals

HR tips

Never approve leave that exceeds the available balance without marking the excess as LWP or advance leave as per policy
Communicate conditions in writing before the leave starts, not after
Keep the approver independent of the applicant, for example avoid self-approval by managers
Send the payroll copy before the monthly cut-off

This template is a starting point only. Review it against applicable labour laws, the relevant state Shops & Establishments or Factories rules, the Labour Codes and their rules as notified, your standing orders and leave policy, and take legal advice where needed.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

Who should sign a leave approval form?+

The authority named in your leave approval matrix, usually the reporting manager for short leave and the HOD or HR head for longer or special leave. The employee should receive a copy.

Can leave be approved partly?+

Yes. The approver can sanction fewer days or a different leave head, for example part as earned leave and the rest as leave without pay, and must record this clearly on the form.

Is a separate approval form needed if the application has an approval box?+

For routine leave the approval box on the application is enough. A separate approval form is useful when the sanction is conditional, partial, or needs to go to payroll and the personnel file as a formal order.

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

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)

[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]
APPROVAL OF LEAVE WITHOUT PAY
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Sanction of Leave Without Pay from [DD/MM/YYYY] to [DD/MM/YYYY]
Dear [Employee Name],
With reference to your application dated [Date], the management has approved leave without pay (LWP) for [Number] days from [DD/MM/YYYY] to [DD/MM/YYYY], on the terms below.
1. Salary
Letter · Word
Leave Without Pay Approval
Download .docx
[Company Logo][Company Name]
RETURN FROM LEAVE / RESUMPTION OF DUTY FORM
Company:
[Company Name]
Date:
[Date]
1. Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation / Department [Designation] / [Department]
Shift (if applicable)
2. Leave Details
Particulars Sanctioned Actual
Leave type [Leave Type] [Leave Type]
From [DD/MM/YYYY] [DD/MM/YYYY]
To [DD/MM/YYYY] [DD/MM/YYYY]
Days [Number] [Number]
Reported for duty on [DD/MM/YYYY] at [HH:MM]
Reason for any difference between sanctioned and actual leave
Form · Word
Return From Leave Form
Download .docx

Particulars	Sanctioned	Actual
Leave type	[Leave Type]	[Leave Type]
From	[DD/MM/YYYY]	[DD/MM/YYYY]
To	[DD/MM/YYYY]	[DD/MM/YYYY]
Days	[Number]	[Number]

Reported for duty on	[DD/MM/YYYY] at [HH:MM]
Reason for any difference between sanctioned and actual leave

[Company Logo][Company Name]

APPROVAL OF LEAVE ENCASHMENT

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

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

Subject: Approval of Leave Encashment – Your Request dated [Date]

Dear [Employee Name],

We are pleased to inform you that your request for encashment of earned leave has been approved as below:

Particulars	Details
Leave balance as on [DD/MM/YYYY]	[Number] days
Days requested	[Number]
Days approved	[Number]
Calculation basis	[Basic Salary + DA] ÷ [Number] days
Per-day amount	₹[Amount]
Gross encashment amount	₹[Amount]
Tax deducted at source	₹[Amount]
Net amount payable	₹[Amount]
Payment with	[Salary for Month, Year / Full and Final Settlement]
Revised leave balance	[Number] days

Letter · Word

Leave Encashment Approval

Download .docx

[Company Logo][Company Name]

LEAVE CARRY FORWARD FORM – LEAVE YEAR [YYYY]

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

A. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]

B. Year-End Position

Leave Head	Closing Balance	Carry-Forward Cap	Eligible to Carry Forward	Excess Days
Earned / Privilege Leave	[Number]	[Number]	[Number]	[Number]
Sick Leave	[Number]	[Number]	[Number]	[Number]
Casual Leave	[Number]	Lapses	0	[Number]

C. Employee Choice for Excess Earned Leave

Form · Word

Leave Carry Forward Form

Download .docx

[Company Logo][Company Name]
LEAVE / ATTENDANCE ADJUSTMENT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date:
[Date]
1. Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Department [Department]
Reporting Manager [Reporting Manager]
2. Type of Adjustment
[ ] Change of leave type [ ] Reversal of wrong debit [ ] LWP to paid leave [ ] Absent to present (missed punch / official duty / travel) [ ] Half day to full day or vice versa [ ] Other [Specify]
3. Entries to be Corrected
Form · Word
Leave Adjustment Form
Download .docx

Leave Approval Form

Preview of the form

1. Employee Details

2. Leave Applied For

3. Leave Sanctioned

4. Balance After Sanction

5. Conditions of Approval (if any)

6. Payroll Instruction

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates