Free form template · Word

Leave Carry Forward Form

A leave carry forward form records how an employee's unused leave at year-end is treated: how many days move into the next leave year, how many are encashed and how many lapse. It gives the employee and HR an agreed opening balance for the new year.

Editable Word (.docx)
Made for India
14 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[Company Logo][Company Name]

LEAVE CARRY FORWARD FORM – LEAVE YEAR [YYYY]

Company:: [Company Name]
Form No.:: [Reference Number]
Date:: [Date]

A. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]

B. Year-End Position

Leave Head	Closing Balance	Carry-Forward Cap	Eligible to Carry Forward	Excess Days
Earned / Privilege Leave	[Number]	[Number]	[Number]	[Number]
Sick Leave	[Number]	[Number]	[Number]	[Number]
Casual Leave	[Number]	Lapses	0	[Number]

C. Employee Choice for Excess Earned Leave

[ ] Encash [Number] days (as permitted by policy)
[ ] Allow excess to lapse
[ ] Request exception to carry forward [Number] additional days – reason (e.g. leave applied on [Dates] was not approved due to [Business Reason])

Declaration: I have verified the balances above against my leave records and agree with them, subject to any correction noted here: [Correction / None].

Employee
[Employee Name]
Date: [Date]

D. HR Confirmation

Leave Head	Carried Forward	Encashed	Lapsed	Opening Balance [Next Year]
Earned / Privilege Leave	[Number]	[Number]	[Number]	[Number]
Sick Leave	[Number]	–	[Number]	[Number]
Casual Leave	–	–	[Number]	[Number]

Exception approved	[ ] Yes [ ] No [ ] Not requested

HR
[HR Name]
Date: [Date]

Approving Authority (for exceptions)
[Authorised Signatory]
Date: [Date]

Download Word (.docx) — free

What this template includes

Closing balance by leave head
Carry-forward cap from policy
Employee's choice between carry-forward and encashment for excess days
Exception request with reason, if leave was denied for business reasons
New opening balance
HR and approver confirmation

When to use it

Year-end closing of leave balances
Employees choosing between carry-forward and encashment where policy offers both
Requests for carry-forward beyond the cap due to leave being refused for business reasons
Documenting balances for employees transferring between entities

How to customise this template

1Fill the cap and maximum accumulation from your leave policy
2Remove the encashment option if your policy does not allow it
3Keep the exception section only if your policy allows exceptions
4Issue to all employees in a fixed window before year-end

HR tips

Remind employees in advance about lapsing leave
Approve exceptions sparingly and only with documented reasons
Check any statutory accumulation limits applicable to your establishment
Update the HRMS and register on the same day

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What is leave carry forward?+

It is the transfer of unused leave from one leave year to the next, up to the limit set in your policy and applicable law.

Which leave can be carried forward?+

Usually earned or privilege leave. Casual leave typically lapses; sick leave may accumulate up to a limit, depending on the policy.

What happens to leave above the carry-forward limit?+

Depending on the policy, it may lapse or be encashed. Some policies allow exceptions if leave was refused for business reasons.

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]
RETURN FROM LEAVE / RESUMPTION OF DUTY FORM
Company:
[Company Name]
Date:
[Date]
1. Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation / Department [Designation] / [Department]
Shift (if applicable)
2. Leave Details
Particulars Sanctioned Actual
Leave type [Leave Type] [Leave Type]
From [DD/MM/YYYY] [DD/MM/YYYY]
To [DD/MM/YYYY] [DD/MM/YYYY]
Days [Number] [Number]
Reported for duty on [DD/MM/YYYY] at [HH:MM]
Reason for any difference between sanctioned and actual leave
Form · Word
Return From Leave Form
Download .docx
[Company Logo][Company Name]
LEAVE / ATTENDANCE ADJUSTMENT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date:
[Date]
1. Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Department [Department]
Reporting Manager [Reporting Manager]
2. Type of Adjustment
[ ] Change of leave type [ ] Reversal of wrong debit [ ] LWP to paid leave [ ] Absent to present (missed punch / official duty / travel) [ ] Half day to full day or vice versa [ ] Other [Specify]
3. Entries to be Corrected
Form · Word
Leave Adjustment 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

Particulars	Sanctioned	Actual
Leave type	[Leave Type]	[Leave Type]
From	[DD/MM/YYYY]	[DD/MM/YYYY]
To	[DD/MM/YYYY]	[DD/MM/YYYY]
Days	[Number]	[Number]

Reported for duty on	[DD/MM/YYYY] at [HH:MM]
Reason for any difference between sanctioned and actual leave

[ ] Change of leave type [ ] Reversal of wrong debit [ ] LWP to paid leave [ ] Absent to present (missed punch / official duty / travel) [ ] Half day to full day or vice versa [ ] Other	[Specify]

[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

Leave Carry Forward Form

Preview of the form

A. Employee Details

B. Year-End Position

C. Employee Choice for Excess Earned Leave

D. HR Confirmation

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

1. Employee Details

2. Leave Details

Return From Leave Form

1. Employee Details

2. Type of Adjustment

3. Entries to be Corrected

Leave Adjustment 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

Leave Carry Forward Form

Preview of the form

A. Employee Details

B. Year-End Position

C. Employee Choice for Excess Earned Leave

D. HR Confirmation

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates