Free report template · Word

Monthly Leave Report

A monthly leave report summarises leave taken across the organisation for a month, by leave type and department, with absenteeism rate, leave without pay, long absences and actions. HR shares it with management to monitor attendance trends and plan staffing.

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[Company Logo][Company Name]

MONTHLY LEAVE REPORT – [MONTH YYYY]

Company:: [Company Name]
Prepared By:: [HR Name]
Report Date:: [Date]

1. Overview

Metric	This Month	Last Month
Headcount (average)	[Number]	[Number]
Working days	[Number]	[Number]
Total leave days	[Number]	[Number]
Unplanned leave days	[Number]	[Number]
Absenteeism rate (unplanned days ÷ scheduled days × 100)	[Number]%	[Number]%
LWP days	[Number]	[Number]
Unauthorised absence days	[Number]	[Number]

2. Leave by Department and Type

Department	Headcount	CL	SL	EL	Maternity / Paternity	Comp Off	LWP	Total
[Department]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]
[Department]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]
[Department]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]
Total	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]	[Number]

3. Long Absences (over [Number] days)

Employee ID	Department	Leave Type	From	Expected Return	Action / Support
[Employee ID]	[Department]	[Leave Type]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Welfare call / Cover arranged]
[Employee ID]	[Department]	[Leave Type]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Action]

4. Observations and Actions

[Observation, e.g. unplanned leave rose in Department around Festival / Season] – Action: [Plan leave rota earlier].
[Observation on unauthorised absence] – Action: [Managers to follow up as per policy with fair hearing].
[Observation on leave balances or lapses] – Action: [Encourage planned EL use before year-end].

Prepared by
[HR Name]
Date: [Date]

Reviewed by
[Authorised Signatory]
Date: [Date]

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What this template includes

Headcount and working days for the month
Leave days by type and department
Absenteeism rate with a stated formula
Planned versus unplanned leave split
LWP and unauthorised absence summary
Long absences and actions taken

When to use it

Monthly HR MIS to leadership
Plants and BPOs tracking absenteeism against targets
Spotting departments with unusually high unplanned leave
Flagging employees on long leave for welfare follow-up

How to customise this template

1Define your absenteeism formula in the report header
2Replace departments with your structure
3Add a month-on-month comparison column
4Keep individual names out of the summary unless needed for action

HR tips

Report trends, not just numbers; add a short commentary
Avoid treating legitimate leave such as maternity as absenteeism
Use the report to support employees, for example welfare calls on long sick leave
Share department data with department heads for action

For HR & hiring managers

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Frequently asked questions

How is absenteeism rate calculated?+

A common formula is unplanned absence days divided by total scheduled working days for all employees, multiplied by 100. State the formula you use in the report.

What should a monthly leave report include?+

Headcount, working days, leave by type and department, absenteeism, LWP, unauthorised absence, long absences and commentary with actions.

Should maternity leave be counted in absenteeism?+

Generally no. Statutory and planned leave such as maternity should be reported separately from unplanned absence.

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]

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

Monthly Leave Report

Preview of the report

1. Overview

2. Leave by Department and Type

3. Long Absences (over [Number] days)

4. Observations and Actions

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

Opening Position

Leave Entries

Leave Register

Monthly Leave Report

Preview of the report

1. Overview

2. Leave by Department and Type

3. Long Absences (over [Number] days)

4. Observations and Actions

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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