Free letter template · Word

Leave Cancellation Request

A leave cancellation request is written by an employee who wants to withdraw leave that has already been approved, either in full or for some of the days. It asks HR to re-credit the unused days and update attendance so salary is not affected.

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[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]

I request that the cancelled [Number] days be re-credited to my [Leave Type] balance and that my attendance for these days be marked as present. I confirm that no travel or other advance linked to this leave is pending, or the details are as follows: [Advance Details / Not Applicable].

Thank you for your support.

Yours sincerely,

[Employee Name]
Employee ID: [Employee ID]
[Designation]

Acknowledgement

Cancellation accepted for [Number] days	[ ] Yes [ ] No
Employee reported on duty on	[DD/MM/YYYY]
Days re-credited in leave register on	[DD/MM/YYYY]

Reporting Manager
[Reporting Manager]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Reference to the original sanction number and dates
Full or partial cancellation option with exact dates
Reason for withdrawal in one line
Request to re-credit days to the correct leave head
Confirmation of the actual date of reporting
Space for manager acknowledgement

When to use it

Travel or family plans were cancelled and the employee wants to work instead
The employee returns to duty earlier than the sanctioned end date
A business need arises and the employee volunteers to cancel leave
Leave was sanctioned under the wrong head and must be cancelled and re-applied

How to customise this template

1Choose full or partial cancellation and delete the other option
2Add the HRMS leave ID if your system issues one
3Mention any advance (such as LTA or travel advance) linked to the leave that must be adjusted
4Submit before the leave starts wherever possible

HR tips

Apply for cancellation before the leave begins; mid-leave cancellations need the manager to confirm attendance
Check that days worked during cancelled leave are marked present in the attendance system
Keep a copy of the acknowledgement until the next salary slip shows the correct balance
If leave was cancelled at the company's request, say so; some policies treat this differently

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Frequently asked questions

How do I write a letter to cancel approved leave?+

Address it to your reporting manager, quote the approved leave dates and reference, state whether you want full or partial cancellation, give a short reason and request re-crediting of the days.

Will cancelled leave days be credited back?+

Normally yes, once the manager confirms you were on duty. The days go back to the same leave head from which they were debited.

Can I cancel leave after it has started?+

Yes, by joining duty early and submitting this request. Only the unused days after your actual reporting date can be cancelled.

All 50 leave management →

[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

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]

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]
REQUEST FOR EXTENDED LEAVE
Date:
[Date]
To,
[Head of Department]
[Department]
[Company Name]

Through: [Reporting Manager]
Copy: HR Department
Subject: Request for Extended Leave of [Number] Weeks from [DD/MM/YYYY]
Dear Sir / Madam,
I request extended leave from [DD/MM/YYYY] to [DD/MM/YYYY], a period of [Number] weeks, as I need to [care for my Relation during treatment / travel abroad to support my family / manage my family's relocation]. I have already discussed this with [Reporting Manager].
Proposed Leave Mix
Letter · Word
Extended Leave Request
Download .docx
[Company Logo][Company Name]
REQUEST FOR EXTENSION OF LEAVE
Date:
[Date]
To,
[Reporting Manager]
[Department]
[Company Name]

Copy: HR Department
Subject: Request to Extend Leave Sanctioned from [DD/MM/YYYY] to [DD/MM/YYYY]
Dear [Reporting Manager],
I am currently on [Leave Type] from [DD/MM/YYYY] to [DD/MM/YYYY], sanctioned vide [Reference Number], and was due to rejoin on [DD/MM/YYYY].
Due to [my doctor advising further rest / continued hospitalisation of my Relation / cancellation of my return train/flight / pending family formalities], I am unable to rejoin as planned. I request an extension of [Number] days from [DD/MM/YYYY] to [DD/MM/YYYY]. I will now rejoin on [DD/MM/YYYY].
Letter · Word
Leave Extension Request
Download .docx

[Company Logo][Company Name]

REQUEST FOR LEAVE ENCASHMENT

Date:: [Date]

To,
The HR / Payroll Department
[Company Name]
[Company Address]

Subject: Request for Encashment of [Number] Days of Earned Leave

Dear Sir / Madam,

As per my leave records, my earned / privilege leave balance as on [DD/MM/YYYY] is [Number] days. I request encashment of [Number] days under the company leave encashment policy.

Occasion	[ ] Annual encashment during service [ ] At resignation – last working day [Last Working Day] [ ] At retirement / end of contract
Balance to be retained after encashment (if required by policy)	[Number] days

Letter · Word

Leave Encashment Request

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

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

Leave Cancellation Request

Preview of the letter

Subject: Request to Cancel Sanctioned Leave – Ref. [Reference Number]

Acknowledgement

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Employee

Leave Requested

Leave Request Form

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

Leave Cancellation Approval

Subject: Request for Extended Leave of [Number] Weeks from [DD/MM/YYYY]

Proposed Leave Mix

Extended Leave Request

Subject: Request to Extend Leave Sanctioned from [DD/MM/YYYY] to [DD/MM/YYYY]

Leave Extension Request

Subject: Request for Encashment of [Number] Days of Earned Leave

Leave Encashment Request

Part A – Employee Details

Part B – Leave Details

Part C – Work Handover

Leave Application 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

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

Leave Cancellation Request

Preview of the letter

Subject: Request to Cancel Sanctioned Leave – Ref. [Reference Number]

Acknowledgement

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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