Free letter template · Word

Leave Rejection Letter

A leave rejection letter formally tells an employee that their leave application cannot be approved for the requested dates. A good letter gives a clear business reason, suggests alternative dates where possible and keeps the tone respectful.

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[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:

[Critical deliverable / audit / client go-live] is scheduled during this period and your role is essential to it; OR
[Number] members of the team have already been sanctioned leave for overlapping dates, and minimum staffing must be maintained; OR
Your available [Leave Type] balance is [Number] days and leave without pay cannot be considered for this period; OR
The application was received with less notice than required under the leave policy for planned leave.

We would be glad to consider your leave for the alternative period of [DD/MM/YYYY] to [DD/MM/YYYY], or a shorter leave of [Number] days from [DD/MM/YYYY]. Please submit a fresh application or speak to your reporting manager if either option suits you.

If your request is linked to a medical or family emergency that was not mentioned in the application, please inform [Reporting Manager] or [HR Name] immediately so that it can be reconsidered.

We appreciate your understanding and your commitment to the team.

Yours sincerely,

For [Company Name]
[Authorised Signatory]
[Designation]

Copy to: Reporting Manager | HR File

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What this template includes

Reference to the specific application and dates
A factual, business-related reason for the decision
Alternative dates or options such as partial approval
Note that genuine emergencies will be considered separately
Invitation to discuss with the manager or HR
Signature of the authorised approver

When to use it

Requested dates clash with a critical deadline, audit, peak season or shutdown
Too many team members have already been sanctioned leave for the same period
The employee has insufficient balance and LWP is not permitted for that period
The application was submitted without the notice required by the leave policy

How to customise this template

1Pick the one reason that applies and delete the others
2Propose concrete alternative dates after checking the team calendar
3Mention the policy clause only if it is accurate for your policy
4Send it by email as well as on letterhead if the employee works remotely

HR tips

Reject promptly; a late refusal after the employee has made travel bookings causes avoidable grievance
Be consistent: similar requests from other employees should be treated the same way
Avoid personal remarks or comments on the employee's reason for leave
Never refuse sickness or statutory leave on business grounds without HR and legal review

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

How do I politely reject a leave application?+

Thank the employee, state the business reason briefly and factually, offer alternative dates, and invite them to discuss. This letter follows that structure.

Can an employer reject earned leave in India?+

Employers can generally regulate when planned leave is taken for business reasons, within the limits of the applicable Shops & Establishments or factory rules and the company policy. Check your state rules before refusing leave repeatedly.

Should leave rejection be in writing?+

Yes. A written reply avoids misunderstandings about whether the employee is permitted to be absent and protects both sides if absence later becomes a disciplinary issue.

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

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]

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]

Leave Register

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 Rejection Letter

Preview of the letter

Subject: Your Leave Application dated [Date] for [DD/MM/YYYY] to [DD/MM/YYYY]

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: 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

Opening Position

Leave Entries

Leave Register

Legend

Leave Tracker

Leave Rejection Letter

Preview of the letter

Subject: Your Leave Application dated [Date] for [DD/MM/YYYY] to [DD/MM/YYYY]

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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