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What is a leave request?

A leave request is a short written document in which an employee asks their employer for time off. It states who is asking, the exact dates, the type of leave, and how ongoing work will be covered during the absence.

Putting the request in writing protects both sides: you have a record of what was requested and approved, and your employer can plan staffing around your absence.

When do you need one?

A written leave request is useful any time you plan to be away from work. Common cases include:

• Booking annual leave or a longer vacation
• Requesting parental leave around a birth or adoption
• Taking unpaid leave for personal reasons or study
• Documenting sick leave when your employer asks for it in writing
• Planning time off around a move, a wedding, or family care

Types of leave

The right wording depends on the kind of leave you are requesting. We tailor the document to the type you need, including:

• Annual leave (vacation): paid time off from your yearly allowance
• Sick leave: absence due to illness, sometimes with a doctor's note
• Parental leave: time off around the birth or adoption of a child
• Unpaid leave: extra time off agreed outside your paid allowance
• Special leave: short absences for events like a wedding or bereavement

What to include

A complete leave request leaves no room for follow-up questions. Make sure yours covers:

• Your full name, department, and, if used, employee ID
• The type of leave you are requesting
• The first and last day of leave and your planned return date
• The number of working days requested
• Who covers your duties and how the handover is arranged
• The date of the request and space for your manager's approval

How and when to submit it

Submit your request as early as possible, especially for longer absences or popular vacation periods. Many companies expect several weeks' notice for annual leave, and some set deadlines in the employment contract or a company policy.

Follow your employer's usual channel: hand the signed request to your manager, send it by email, or attach it in the HR system. Keep a copy of the approved request for your own records.

Common mistakes to avoid

• Leaving out the exact first and last day of your absence
• Forgetting to state the type of leave you are requesting
• Submitting the request too late for your employer to plan cover
• Not naming who takes over your duties while you are away
• Failing to keep a copy of the approved request