Free template template · Word

Leave Encashment Statement

A leave encashment statement is the payroll working sheet that lists each employee whose leave is being encashed in a cycle, with balance, days encashed, per-day rate, gross amount, tax and net payout. It is the summary that finance approves before payment.

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[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.]

Prepared by
[HR Name]
Date: [Date]

Checked by
Payroll / Finance
[Name]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Cycle, payroll month and calculation basis stated at the top
Employee-wise rows with balance and days encashed
Per-day rate from the salary basis
Gross, TDS and net columns
Totals for finance approval
Preparer, checker and approver sign-off

When to use it

Year-end or annual leave encashment runs for many employees
Monthly payroll that includes encashment for exits
Internal or statutory audit of leave liability payouts
Reconciling encashment with the leave register

How to customise this template

1State the formula in the header so reviewers can recompute
2Add a cost-centre column if finance books by department
3Separate exits and in-service encashment if their tax treatment differs
4Paste into Excel for automatic totals and keep the Word copy for sign-off

HR tips

Use a maker-checker process; one person prepares, another verifies
Tie days encashed to the leave register before payment
Keep the statement with payroll records for audit
Flag any employee whose encashment exceeds policy limits

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Frequently asked questions

What is a leave encashment statement?+

It is a summary sheet showing the calculation of leave encashment for one or more employees, used by HR and payroll to approve and pay the amounts.

Who approves the leave encashment statement?+

Usually HR prepares it, payroll or finance checks it, and an authorised signatory approves it before payment.

How do I check a leave encashment calculation?+

Multiply days encashed by the per-day rate derived from the salary basis in policy, then deduct TDS. Compare days with the leave register.

All 50 leave management →

[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]

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]

APPROVAL OF LEAVE ENCASHMENT

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval of Leave Encashment – Your Request dated [Date]

Dear [Employee Name],

We are pleased to inform you that your request for encashment of earned leave has been approved as below:

Particulars	Details
Leave balance as on [DD/MM/YYYY]	[Number] days
Days requested	[Number]
Days approved	[Number]
Calculation basis	[Basic Salary + DA] ÷ [Number] days
Per-day amount	₹[Amount]
Gross encashment amount	₹[Amount]
Tax deducted at source	₹[Amount]
Net amount payable	₹[Amount]
Payment with	[Salary for Month, Year / Full and Final Settlement]
Revised leave balance	[Number] days

Letter · Word

Leave Encashment Approval

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

Leave Encashment Statement

Preview of the template

Checks

Notes

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

A. Summary by Leave Type

B. Leave Availed During the Period

Leave Balance Statement

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

Leave Encashment Request

Subject: Approval of Leave Encashment – Your Request dated [Date]

Leave Encashment Approval

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

Leave Encashment Statement

Preview of the template

Checks

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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