50+ Sample Leave Form Templates

What Are Leave Application Forms?

First things first, a leave refers to a period where the manager or HR allows an employee to take time off. And there can be different reasons why a person would like to leave as there are various types of leave. To get that leave, employees must submit the leave application forms to write their basic details and other requirements to apply for a leave. Details include how many days of leave, the reason behind it, and more. Nevertheless, everything inputted in the form should be correctly detailed to receive confirmation.

Did you know that all types of leave must be documented using a leave application form?

Meanwhile, Statista reported that around 57% of French respondents did not take their days off for reasons besides paid leave.

Also, Statista confirmed that the most stressful job in the US, with a 72.58 score, is the military staff.

Why Are Leave Application Forms Important?

Leave application forms are essential for many reasons. One is for documentation purposes. If everyone at work asks permission to be off from duty for a couple of days personally, there are chances for HR to forget who asked for the leave and what other details were involved in the leave. Documenting any leave is helpful to be aware of an employee’s whereabouts. Also, leave applications confirm if the leave is paid or unpaid, which is crucial to note by HR. You can go for a paid vacation or casual leave or, perhaps, unpaid. And if the employee’s paid leaves have been fully used, expect the rest to be unpaid.

Furthermore, a leave application form is relevant to different businesses and functions. Don’t expect a leave application to only work for businesses in an office setting. Leave of absence is used in school or even government entities. What matters is that every organization is clear in implementing the proper regulations to file for leave applications. Thus, there will be lesser conflicts at work. Also, leave applications benefit workers themselves. For example, Statista mentioned that working under the military staff is the most stressful job in the US, garnering a 72.58 score. Taking leave is one way to get some rest and eliminate that stress.

The Elements of a Leave Application Form

While the leave application form’s definition and purpose are clear, how about what’s inside the said document? Indeed, companies and organizations have different content and format in making leave application documents. But, there are typical elements noticed in most examples. In this section, we outlined the common elements found inside leave application forms.

Title or Letterhead: Begin with a title so anyone who checks the document can immediately tell what its purpose is for. So when the letterhead signifies that it is a leave application form, anyone who reads that sheet automatically understands what it is. Be sure the title is in bold capital letters or highlighted so it will catch attention right away. Also, the letterhead proves that the entire document is official and can be sanctioned by expected authorities.Name of Organization: What is the name of the organization or company issuing out the leave? This part is important for clarification on where the worker is employed at. Besides the organization’s name, branding matters. You can include your enterprise’s logo and basic information like the business address, website, email address, and contact numbers.Name of Employee: Insert a part for employees to write their names, contact numbers, and other identification details. This part identifies who is requesting to leave. Some businesses ask for ID numbers, especially if many employees are working in an organization. Thus, tracking is made easier as employees will be identified clearly.Date of Request: What is the date for the requested leave? Let employees note it down. Be careful in giving instructions because some application forms ask for the date of when the request was made and another date for when the leave actually happens. The month, day, and year should be specified since it will be recorded for future references.Duration of Leave: How long will the worker be off duty from work? It will be answered under the duration of the leave. Maybe an employee wants to be absent for a week with a chance that the duration could extend. Thus, encourage workers to estimate their leave duration to prepare if they will be back or not for specific days. An allowance would be safe instead of just telling employers to extend the leave without any warning.Nature of Leave: Next, determine the nature of the leave. This segment clarifies if the leave is unpaid or paid. The proper label is also mentioned here, whether an employee wants to take sick leave, vacation leave, maternity leave, or any other type. The nature stated here may differ according to its policy, so it should be discussed ahead.Reason for Leave: Employees need to mention their reasons for leaving. And for trivia, it was reported that 57% of French respondents didn’t take their days off for reasons besides paid leave. Whether the reason is related to health, emergency, or a personal matter, it should be mentioned clearly. This slot will be decided by HR if the employee’s reason is excusable or not. Invalid reasons will usually be rejected, so the workers better be honest and use the leave for allowable reasons.Supporting Files: Any statement for the reason and other details might need supporting documents. Allow workers to insert or attach additional files in the form to support their statements. A common supporting document of sick leave is the medical certificate. As much as possible, employees should only attach relevant documents and not random ones.Terms and Conditions: Businesses differ in the regulations governing the leaves. So, there should be additional terms or conditions added in the leave application form as a reminder of important matters to anyone requesting to leave. A common example is to state the conditions and sanctions if an employee abuses leave.Signatures: Finally, there should be signature lines at the bottom part of the document to close the application. Affixing signatures confirms that the employee’s details are final. And the employer or HR will also sign to affirm the application. And, of course, such signatures prove that the details in the document have been read, understood, and confirmed.

How to Make an Excellent Leave Application Form

Each company is unique. The same can be said that there will be different office forms used in various organizations. Regarding leave application forms, what matters most is that there is a clear design or format on what is acceptable for the company. In this segment, find out the steps on how to create an excellent leave application form.

Step 1: Pick a Template to Use

Have you checked our samples of leave application form templates already? Check them out until you can choose the best example that works for you. After selecting, tweak the template’s features from its content, design, style, and format. Editing is certainly allowed, and its easy-to-use features won’t give you a stressful experience. Don’t forget to tailor the form with leave-application content or data, so its purpose is clear.

Step 2: Make the Appropriate Categories

Insert the appropriate labels and categories in the leave application form template. And if you are confused with what groups or categories to make, the elements of application forms discussed earlier will be your guide. Ensure that the document begins with the title down to the signature line. Why is grouping necessary, you might ask? Dividing the details into groups will make the document easier to read than giving a lengthy paragraph type of application form.

Step 3: Observe a User-Friendly Experience

Taking a leave might be urgent, like when an employee faces an emergency at home, a special training, or any other reason. Thus, don’t make the process of requesting leave to be a tedious job. It will be productive and stress-free if the whole form observes a user-friendly experience. To do that, ensure that the form is easy to follow. You may add instructions so no employee would struggle in completing the form. You could also keep it short and simple as long as the leave application form’s function will serve.

Step 4: Finalize the Format and Submission Process

Lastly, mind the form’s final format and finalize the submission process. Do you need the document in PDF or MS Word? And are you considering an online leave application form or a printed copy instead? Highlight those specifications now. And never forget to introduce all employees about how to submit. Set the rules. For example, state that employees should send a vacation request leave two weeks before the expected leave dates.


Who is the target audience for leave application forms?

The leave application forms benefit all types of organizations. And some of the targeted audiences are employees, students, teachers, schools, businesses, and more.

What are the different types of leave?

Some examples of the different types of leave are the following:

  • Vacation leave
  • Annual leave
  • Study leave
  • Sick leave
  • Maternity leave
  • Paternity leave
  • Parental leave
  • Carer’s leave

Will leave application forms be automatically accepted?

No. There are chances for the leave applications to be denied, especially when the reasons behind the leave are unacceptable. But, employers need to provide a reasonable statement for denying the request.

Do you need help making and designing a leave application form that works for your organization? Explore our different sample forms and pick the template that is apt for you. Rest assured, the employees won’t have to deal with a hard time when leave application forms are easy to follow and quick to complete. Therefore, employees get to spend their time off, and employers are aware of their absences—making a positive employee-employer relationship.