Free template template · Word

Leave Calendar

A leave calendar is a day-by-day view of who in the team is on leave, on a holiday or working half-day during a month. Pinned on a notice board or shared online, it helps supervisors check staffing before approving more leave.

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[Company Logo][Company Name]

TEAM LEAVE CALENDAR – [MONTH YYYY]

Company:: [Company Name]
Team / Location:: [Department] / [Work Location]
Minimum Staff Required per Day:: [Number]
Last Updated:: [Date]

Employee	01	02	03	04	05	06	07	08	09	10
[Employee Name]			EL	EL		WO
[Employee Name]		H				WO		CL
[Employee Name]				HD		WO				SL
[Employee Name]						WO	CO
Staff Available	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]

Continue the grid for dates 11 to the last day of the month in the same format.

Codes

CL / SL / EL – Casual / Sick / Earned Leave
CO – Compensatory Off
HD – Half Day
H – Public / Festival Holiday
RH – Restricted Holiday
WO – Weekly Off
LWP – Leave Without Pay

Holidays This Month

Date	Day	Holiday	Type
[DD/MM/YYYY]	[Day]	[Holiday Name]	[National / Festival / Restricted]
[DD/MM/YYYY]	[Day]	[Holiday Name]	[National / Festival / Restricted]

Days on which available staff fall below the minimum: [Dates]. Supervisor to arrange cover or reschedule planned leave in consultation with the employees concerned.

Maintained by
[HR Name]

Supervisor
[Reporting Manager]

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What this template includes

Month and team header
Daily grid with dates across and employees down
Codes for leave type, holiday, weekly off and half day
Daily headcount available row
Minimum staffing threshold to flag shortfalls
Last-updated date and owner

When to use it

Shift-based teams that must check daily staffing before approving leave
Front-office, retail or service teams with minimum counter coverage
Monthly display on the department notice board
Combining approved leave and public holidays in one view

How to customise this template

1Enter the dates of the month in the header row (the sample shows the first 10 days; extend to 31)
2Pre-fill weekly offs and holidays from the holiday list
3Set your minimum staffing number
4Print in landscape on A4 or A3 for the notice board

HR tips

Mark only approved leave; tentative plans belong in the annual planner
Do not display medical reasons on a public calendar; show only the leave code
Update the calendar the same day a leave is sanctioned
Highlight days where available staff fall below the minimum

For HR & hiring managers

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Frequently asked questions

How do I make a leave calendar for my team?+

List employees in rows and days of the month in columns, then fill approved leave, holidays and weekly offs using short codes. Add a row that counts staff available each day.

Should the leave calendar show the reason for leave?+

No. Show only a neutral code such as L or the leave type. Reasons, especially medical ones, should stay confidential with HR and the manager.

Can I use the leave calendar for shift rosters?+

It works alongside a roster. The calendar shows absence; the roster assigns shifts. Use both when planning cover.

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 Calendar

Preview of the template

Codes

Holidays This Month

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 Calendar

Preview of the template

Codes

Holidays This Month

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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