Free form template · Word

Leave Request Form

A leave request form is a short, quick-to-fill request an employee submits to their manager before taking time off. It is lighter than a full leave application and suits teams that want a fast single-approval workflow with HR informed afterwards.

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

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[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)

Cover Plan

Work will be handled by
Urgent items to note
Client / customer to be informed	[ ] Yes [ ] No

I request the above leave and confirm that my work has been planned for the period of absence. I will rejoin on [Date].

Requested by
[Employee Name]
Date: [Date]

Manager Decision

[ ] Approved [ ] Approved with changes	[New Dates] [ ] Declined
Reason (if declined or changed)

Manager
[Reporting Manager]
Date: [Date]

Received by HR
[HR Name]
Entered in leave register on: [Date]

Leave codes: CL – Casual Leave; SL – Sick Leave; EL – Earned Leave; CO – Compensatory Off; LWP – Leave Without Pay. Entitlements are as per the company leave policy.

Download Word (.docx) — free

What this template includes

Short header with name, ID and team so it can be filled in under two minutes
Leave code field linked to your policy codes (CL, SL, EL, CO, LWP)
Date range with total days to remove counting confusion
Cover plan so the manager knows the work will continue
Single manager decision box with reason if declined
HR copy line confirming entry in the leave register

When to use it

Start-ups and small teams that want a fast, one-approver leave process
Retail stores or branches where the store manager sanctions short leave directly
Requests for one or two days that do not need HOD involvement
Interim use while you implement a leave module in your HRMS

How to customise this template

1List your own leave codes in the legend at the bottom
2Decide whether the manager or HR is the final approver and edit the decision box
3Add a shift field for teams that work in rotating shifts
4Convert the Word file to a fillable PDF or online form if staff apply remotely
5Keep the form to half a page so it can be printed two per sheet

HR tips

Use the request form only for short leave; route long or special leave to a fuller application
Respond to every request in writing, even when approving, to avoid disputes later
Forward the approved copy to HR the same day so payroll does not miss it
Avoid asking for detailed reasons for casual leave; a brief purpose is enough

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 the difference between a leave request and a leave application?+

A leave request is usually a short, informal form approved by the immediate manager. A leave application is more detailed, includes balance verification by HR, and is used for longer or policy-sensitive leave.

How many days in advance should a leave request be submitted?+

That depends on your leave policy, which should state the advance notice for planned leave as [Number] days. Unplanned leave such as sickness is usually informed on the same day and regularised later.

Can a manager refuse a leave request?+

A manager can decline or reschedule planned leave for genuine business reasons, as allowed by the policy and applicable rules, and should record the reason. Consistent and fair treatment across the team is important.

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

Form · Word
Leave Approval Form
Download .docx

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]
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]
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

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

[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 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

Form · Word

Leave Carry Forward Form

Download .docx

Leave Request Form

Preview of the form

Employee

Leave Requested

Cover Plan

Manager Decision

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

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: 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

1. Employee Details

2. Leave Details

Return From Leave Form

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

Leave Encashment Request

A. Employee Details

B. Year-End Position

C. Employee Choice for Excess Earned Leave

Leave Carry Forward Form

Leave Request Form

Preview of the form

Employee

Leave Requested

Cover Plan

Manager Decision

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