Free template template · Word

Leave Approval Matrix

A leave approval matrix defines who can approve each type of leave, for how many days and for which employee grades, along with escalation, delegation when the approver is away and expected response times. It removes confusion and stops self-approval.

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[Company Logo][Company Name]

LEAVE APPROVAL MATRIX

Company:: [Company Name]
Effective From:: [Date]
Version:: [Version]

A. Approval Authority

Leave Type / Duration	Staff / Associates	Executives / Managers	Senior Management	HR Role
CL / SL up to [Number] days	Reporting Manager	Reporting Manager	CEO / MD	Record
EL up to [Number] days	Reporting Manager	Reporting Manager	CEO / MD	Verify balance
EL above [Number] days	Department Head	Department Head	CEO / MD	Verify balance
Leave Without Pay	Department Head + HR Head	Department Head + HR Head	CEO / MD	Verify and advise benefits
Maternity / Paternity / Adoption	HR Head	HR Head	HR Head	Verify eligibility
Sabbatical / Extended Leave	Department Head + HR Head	Department Head + HR Head	CEO / MD + Board (if required)	Process
Special Leave	HR Head	HR Head	CEO / MD	Record decision
Leave Encashment	HR Head + Finance	HR Head + Finance	CEO / MD + Finance	Calculate

B. Rules

No employee may approve their own leave.
If the approver is on leave, the request goes to [the approver's manager / designated delegate].
Approvers should decide within [Number] working days of the request; if not, the request escalates to the next level.
HR verifies balance and eligibility but does not override the business decision except for statutory leave.
Leave of the CEO / MD is approved by [Chairperson / Board].

C. Review

This matrix is reviewed by HR whenever the organisation structure changes and at least once a year.

Prepared by
[HR Name]
HR Department

Approved by
[Authorised Signatory]
[Designation]

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What this template includes

Leave types by duration bands
Approver levels by employee grade
HR role: verification versus approval
Delegation rule when the approver is on leave
Escalation if no response within a set time
Review and approval of the matrix itself

When to use it

Setting up leave workflows in a new HRMS
Growing companies adding layers of management
Audit findings on inconsistent or improper approvals
Delegation of authority documents that need a leave section

How to customise this template

1Replace grades with your band structure
2Adjust duration bands to your business
3Name roles, not individuals, so the matrix survives staff changes
4Load the same rules into your HRMS workflow

HR tips

Keep it simple; three levels are usually enough
Make response-time expectations explicit
Ensure the CEO or top-level leave has an approver too, such as the board or chairperson
Review whenever the organisation structure changes

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Frequently asked questions

What is a leave approval matrix?+

It is a table showing which authority approves each type and duration of leave for each employee grade, with delegation and escalation rules.

Who approves leave for the HR head or CEO?+

Define it explicitly, for example the CEO approves the HR head's leave and the chairperson or board approves the CEO's leave.

What if the approver is on leave?+

The matrix should name a delegate, usually the approver's own manager or a designated peer, so requests are not stuck.

All 50 leave management →

Form · Word
Leave Approval Form
Download .docx

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

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

[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]

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 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
[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)

[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

Leave Approval Matrix

Preview of the template

A. Approval Authority

B. Rules

C. Review

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

1. Employee Details

2. Leave Applied For

3. Leave Sanctioned

Leave Approval Form

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

Leave Cancellation Approval

Subject: Sanction of Leave Without Pay from [DD/MM/YYYY] to [DD/MM/YYYY]

1. Salary

Leave Without Pay Approval

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

Leave Encashment Approval

Part A – Employee Details

Part B – Leave Details

Part C – Work Handover

Leave Application Form

Employee

Leave Requested

Leave Request 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

Leave Approval Matrix

Preview of the template

A. Approval Authority

B. Rules

C. Review

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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