Free form template · Word

Return From Leave Form

A return from leave form, also called a rejoining or resumption-of-duty report, is filled when an employee reports back after leave. It confirms the date of return, the leave actually availed, any fitness certificate and the handback of duties, and prompts a short welcome-back check-in.

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[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

3. Fitness and Support

Fitness certificate required	[ ] Yes – attached [ ] No
Adjustments needed (phased return, restricted duties, nursing breaks, flexible timing)
Duration of adjustments

4. Handback of Work

Status note received from covering colleague [Colleague Name]
Pending approvals and access returned to employee
ID card, systems and email access active
Briefed on policy or process changes during absence

I confirm that I have resumed duty on the date stated above.

Employee
[Employee Name]
Date: [Date]

5. Return-to-Work Conversation

Date of conversation
Key priorities for the next [Number] weeks
Support agreed

Reporting Manager
[Reporting Manager]
Date: [Date]

HR – records updated
[HR Name]
Date: [Date]

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What this template includes

Actual date and time of reporting
Comparison of leave sanctioned versus availed
Fitness certificate where required
Handback of duties from the covering colleague
Return-to-work conversation notes and any adjustments
HR update of attendance and leave records

When to use it

Rejoining after long leave such as maternity, medical or sabbatical leave
Factory and site staff whose rejoining must be recorded at the time office
When actual leave differs from the sanctioned leave
Planning a phased return or adjusted duties after illness

How to customise this template

1Add a phased-return section for long medical or maternity leave
2Include access reactivation (ID card, systems) if access was suspended
3Use the shift field for plant workers
4Attach a policy refresher list if policies changed during the absence

HR tips

Hold the return conversation on day one; it reduces anxiety and sets priorities
Do not ask intrusive medical questions; focus on support needed
For returning mothers, share information on nursing breaks and crèche facilities as applicable
Correct any leave difference immediately so payroll is accurate

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Frequently asked questions

What is a joining report after leave?+

It is a short form or letter in which the employee confirms the date they resumed duty after leave. HR uses it to close the leave record and update attendance.

Is a fitness certificate needed when returning from leave?+

It is commonly required after medical leave beyond a certain period or after surgery. Your policy should say when it is needed.

What should be discussed when an employee returns from long leave?+

Key changes during the absence, current priorities, any support or adjustments needed, and handback of work from the covering colleague.

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]

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

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[Company Logo][Company Name]
LEAVE / ATTENDANCE ADJUSTMENT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date:
[Date]
1. Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Department [Department]
Reporting Manager [Reporting Manager]
2. Type of Adjustment
[ ] Change of leave type [ ] Reversal of wrong debit [ ] LWP to paid leave [ ] Absent to present (missed punch / official duty / travel) [ ] Half day to full day or vice versa [ ] Other [Specify]
3. Entries to be Corrected
Form · Word
Leave Adjustment Form
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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:
Letter · Word
Leave Rejection Letter
Download .docx

[ ] Change of leave type [ ] Reversal of wrong debit [ ] LWP to paid leave [ ] Absent to present (missed punch / official duty / travel) [ ] Half day to full day or vice versa [ ] Other	[Specify]

[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

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[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

Return From Leave Form

Preview of the form

1. Employee Details

2. Leave Details

3. Fitness and Support

4. Handback of Work

5. Return-to-Work Conversation

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

A. Employee Details

B. Year-End Position

C. Employee Choice for Excess Earned Leave

Leave Carry Forward Form

1. Employee Details

2. Type of Adjustment

3. Entries to be Corrected

Leave Adjustment 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

Return From Leave Form

Preview of the form

1. Employee Details

2. Leave Details

3. Fitness and Support

4. Handback of Work

5. Return-to-Work Conversation

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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