Free report template · Word

Leave Balance Statement

A leave balance statement shows an individual employee how much leave they have under each head for a period: opening balance, leave credited, leave availed, lapsed or encashed days and closing balance. HR issues it periodically or on request.

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[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]

C. Notes

Leave without pay availed during the period: [Number] days.
Under the leave policy, a maximum of [Number] days of [Leave Type] can be carried forward to the next year; balance above this limit will [lapse / be encashed] as per policy.
Please report any discrepancy to [HR Name] at [Email Address] within [Number] working days of this statement. After this date, the balances above will be treated as confirmed.

For [Company Name]
[HR Name]
HR Department

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What this template includes

Statement period and as-on date
Head-wise table covering opening, credit, availed, lapsed, encashed and closing balance
Month-wise detail of leave availed for verification
Note on carry-forward limits as per policy
Contact for queries and a deadline to raise discrepancies
HR signature or system-generated note

When to use it

At the end of the leave year before carry-forward or lapse
When an employee disputes the balance shown on the salary slip
Before processing leave encashment or full and final settlement
For employees returning from long leave who need to plan further leave

How to customise this template

1Add or remove columns depending on whether your policy allows lapse or encashment
2Paste the month-wise detail from your leave register
3State the carry-forward cap as a placeholder from your policy
4Issue as a PDF on letterhead or embed in your payroll email

HR tips

Reconcile the register with attendance before issuing statements
Give employees a clear window, such as [Number] days, to raise corrections
Do not mix statutory and company-specific leave types without clear labels
Issue statements to all staff at the same time to reduce one-off queries

For HR & hiring managers

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Frequently asked questions

How is leave balance calculated?+

Closing balance equals opening balance plus leave credited during the period, minus leave availed, lapsed and encashed. The table in this template follows that formula column by column.

Can an employee ask for a leave balance statement?+

Yes. Most employers provide it on request or show it on the payslip or HRMS. A formal statement is useful before resignation or encashment.

What should I do if my leave balance is wrong?+

Raise it with HR in writing within the time given on the statement, quoting the dates you believe are incorrectly recorded, along with approval copies if you have them.

All 50 leave management →

[Company Logo][Company Name]

LEAVE ENCASHMENT STATEMENT

Company:: [Company Name]
Encashment Cycle:: [Annual YYYY / Exit cases – Month YYYY]
Payroll Month:: [Month, Year]
Calculation Basis:: [Basic Salary + DA] ÷ [Number] days × days encashed

Sl.	Employee Name	Emp. ID	Department	EL Balance	Days Encashed	Per-Day Rate (₹)	Gross (₹)	TDS (₹)	Net (₹)
1	[Employee Name]	[Employee ID]	[Department]	[Number]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]
2	[Employee Name]	[Employee ID]	[Department]	[Number]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]
3	[Employee Name]	[Employee ID]	[Department]	[Number]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]
4	[Employee Name]	[Employee ID]	[Department]	[Number]	[Number]	[Amount]	[Amount]	[Amount]	[Amount]
	Total				[Number]		[Amount]	[Amount]	[Amount]

Checks

Days encashed agree with the leave register for each employee
No employee exceeds the maximum encashable days in policy
Minimum balance to be retained after encashment respected
Exit cases reconciled with full and final settlement
TDS computed as per applicable rules

Notes

[Any exceptions, e.g. employees with pending disciplinary or recovery matters, and how they were treated.]

Template · Word

Leave Encashment Statement

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
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 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 Balance Statement

Preview of the report

A. Summary by Leave Type

B. Leave Availed During the Period

C. Notes

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Checks

Notes

Leave Encashment Statement

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

Opening Position

Leave Entries

Leave Register

Leave Balance Statement

Preview of the report

A. Summary by Leave Type

B. Leave Availed During the Period

C. Notes

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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