Free letter template · Word
A leave cancellation approval is HR's written confirmation that an employee's request to withdraw sanctioned leave has been accepted. It states how many days are re-credited, the revised attendance status and any payroll correction.
APPROVAL OF LEAVE CANCELLATION
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
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 |
Your attendance for the cancelled days has been corrected to "Present" in the attendance records. [If salary for Month has already been processed with a deduction for these days, the amount of ₹Amount will be paid as arrears with the salary for Month.]
[Where applicable: As this leave was cancelled at the request of the company to meet business requirement, we thank you for your flexibility. You may re-apply for the cancelled days at a mutually convenient time.]
Please check your next salary slip and leave statement and contact HR if there is any difference.
Regards,
Copy to: Reporting Manager | Payroll | Personnel File
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Usually the same authority that sanctioned the leave, with HR updating the leave register and payroll. The approval confirms the employee actually reported for duty.
If the deduction was already made, payroll should refund it as arrears in the next cycle once the cancellation is approved. The letter records this instruction.
It is good practice, because the leave balance changes. A written note helps the employee verify the balance on the next salary slip.