Free register template · Word

Leave Register

A leave register is the permanent, employee-wise record of leave entitlement, leave applied and sanctioned, and running balance. Establishments maintain it for internal control and because state labour rules commonly require leave records to be kept and produced on inspection.

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[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]

Year-End Position

Leave Type	Availed	Encashed	Lapsed	Carried Forward
Earned / Privilege Leave	[Number]	[Number]	[Number]	[Number]
Casual Leave	[Number]	[Number]	[Number]	[Number]
Sick Leave	[Number]	[Number]	[Number]	[Number]

Certified that the above entries are correct as per the leave applications and attendance records of the establishment.

Maintained by
[HR Name]
Date: [Date]

Verified by
[Authorised Signatory]
Date: [Date]

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What this template includes

Employee header with ID, joining date and leave year
Opening balance and annual credit per leave head
Chronological entries with application date, period and days
Running balance after each entry
Approver initials for every entry
Remarks for LWP, encashment or lapse

When to use it

You need a master leave record per employee that survives staff changes in HR
Labour inspection or audit asks for leave records
Calculating leave encashment at resignation or retirement
Small establishments maintaining records manually or in Word/Excel

How to customise this template

1Check whether your state rules prescribe a specific form for the leave register and adopt its columns if so
2Keep one page per employee per leave year
3Add columns for each leave head your policy uses
4Number pages and keep the register bound or securely stored

HR tips

Update the register at least monthly, before payroll is finalised
Never overwrite entries; strike through and initial corrections
Retain registers for the period required by applicable rules and your document retention policy
Reconcile with the attendance muster periodically

This template is a starting point only. Review it against applicable labour laws, the relevant state Shops & Establishments or Factories rules, the Labour Codes and their rules as notified, your standing orders and leave policy, and take legal advice where needed.

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Frequently asked questions

Is a leave register mandatory?+

Most Indian labour laws and state rules require employers to maintain records of leave, and some prescribe formats. Check the rules applicable to your establishment, including those notified under the Labour Codes.

Can the leave register be maintained digitally?+

Many states accept electronic records. Ensure the system can produce a printable register with the required fields and keeps an audit trail of changes.

What columns should a leave register have?+

At minimum: employee details, leave year, opening balance, leave credited, dates and days of leave taken, leave type, balance and approver. This template includes all of them.

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]

TEAM LEAVE TRACKER

Company:: [Company Name]
Department / Team:: [Department]
Leave Year:: [YYYY] or [Apr YYYY – Mar YYYY]
Manager:: [Reporting Manager]

Record days of leave taken in each month using the codes below, for example "2 CL, 1 SL". Half days are entered as 0.5.

Employee Name	Emp. ID	Annual Entitlement	H1 Total
[Employee Name]	[Employee ID]	[Number]	[Number]
[Employee Name]	[Employee ID]	[Number]	[Number]
[Employee Name]	[Employee ID]	[Number]	[Number]
[Employee Name]	[Employee ID]	[Number]	[Number]

Employee Name	Total Taken	LWP Days	Balance
[Employee Name]	[Number]	[Number]	[Number]
[Employee Name]	[Number]	[Number]	[Number]
[Employee Name]	[Number]	[Number]	[Number]
[Employee Name]	[Number]	[Number]	[Number]

Legend

CL – Casual Leave
SL – Sick Leave
EL – Earned / Privilege Leave
CO – Compensatory Off
ML / PL – Maternity / Paternity Leave
LWP – Leave Without Pay (report to payroll)
WFH – Work from Home (not leave; tracked for information)

Template · Word

Leave Tracker

Download .docx

Leave Register

Preview of the register

Opening Position

Leave Entries

Year-End Position

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

Legend

Leave Tracker

Leave Register

Preview of the register

Opening Position

Leave Entries

Year-End Position

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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