Free checklist template · Word

Leave Audit Checklist

A leave audit checklist helps HR or internal auditors review whether leave is managed correctly: the policy meets applicable law, records are complete, approvals follow the matrix, balances reconcile with payroll, and statutory benefits such as maternity leave are handled properly.

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[Company Logo][Company Name]

LEAVE AUDIT CHECKLIST

Company / Location:: [Company Name] / [Work Location]
Audit Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Auditor:: [Name]
Sample Size:: [Number] employees / [Number] leave transactions

A. Policy and Legal Alignment

Written leave policy approved and communicated to all employees
Entitlements are not below the minimum under applicable state rules and the Labour Codes as notified
Maternity benefit provisions reflect current law, including adoption cases
Holiday list published and displayed where required
Policy reviewed within the last [12] months

B. Records

Leave register / HRMS record maintained for every employee
Leave applications and approvals available for the sample
Medical certificates filed confidentially where required
Corrections carry an approved adjustment form
Records retained for the required period

C. Approvals

Leave approved by the authority in the leave approval matrix
No self-approval by managers
Long leave, LWP and special leave approved at the right level
Rejections recorded with reasons

D. Payroll and Encashment

LWP days in payroll match approved LWP and unauthorised absence
Encashment calculations follow the policy formula
Encashment within maximum limits
Exit encashment included in full and final settlement
Leave liability provision reviewed with finance

E. Statutory Leave and Holidays

Maternity cases: eligibility, period, payment and no adverse action verified
Employees working on holidays given compensatory off or wages as per policy and law
ESI-covered cases coordinated with ESIC certificates where relevant

F. Findings

No.	Observation	Risk (H/M/L)	Recommendation	Owner	Target Date
1	[Observation]	[H/M/L]	[Recommendation]	[Name]	[DD/MM/YYYY]
2	[Observation]	[H/M/L]	[Recommendation]	[Name]	[DD/MM/YYYY]
3	[Observation]	[H/M/L]	[Recommendation]	[Name]	[DD/MM/YYYY]

Auditor
[Name]
Date: [Date]

HR Head
[HR Name]
Date: [Date]

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What this template includes

Policy and legal alignment checks
Records and register checks
Approval and authority checks
Payroll and encashment checks
Statutory leave and holiday checks
Findings and action owner sign-off

When to use it

Annual internal HR audit
Preparation for a labour inspection or statutory audit
Due diligence during acquisitions or new-entity setup
After implementing a new HRMS leave module

How to customise this template

1Add state-specific record-keeping requirements for each location
2Choose a sample size for transaction testing
3Assign owners for each section
4Attach the findings log to the final audit report

HR tips

Test a sample of actual leave transactions, not just the policy
Pay attention to maternity and long-leave cases; errors there are sensitive
Record evidence for each tick, such as file reference
Follow up open findings at a fixed date

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.

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Frequently asked questions

What is checked in a leave audit?+

Policy compliance with law, accuracy of leave records and balances, proper approvals, correct payroll treatment of LWP and encashment, statutory leave handling and holiday compliance.

Who should conduct a leave audit?+

Internal audit, an HR compliance lead or an external consultant who is independent of day-to-day leave administration.

How often should leave records be audited?+

At least once a year, and additionally after major system or policy changes.

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

Leave Audit Checklist

Preview of the checklist

A. Policy and Legal Alignment

B. Records

C. Approvals

D. Payroll and Encashment

E. Statutory Leave and Holidays

F. Findings

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

Leave Audit Checklist

Preview of the checklist

A. Policy and Legal Alignment

B. Records

C. Approvals

D. Payroll and Encashment

E. Statutory Leave and Holidays

F. Findings

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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