A standard leave application form makes sure every request has the information a manager needs to decide quickly: what type of leave, which dates, how many days, and who covers the work. It also creates a record HR and payroll can rely on. Use this form if your team applies for leave on paper or by email, or as the basis for the fields in your HR system.
Copy this template into your document editor, or manage it inside Qrew HR's document workflows.
Leave application form template
[Company Name]
Leave Application Form
Section A: Employee details
| Employee name | [Full Name] |
| Employee ID | [ID] |
| Designation | [Job Title] |
| Department | [Department] |
| Reporting manager | [Manager Name] |
| Date of application | [DD/MM/YYYY] |
Section B: Leave details
Type of leave (tick one):
- [ ] Earned / Privilege Leave
- [ ] Casual Leave
- [ ] Sick Leave
- [ ] Maternity Leave
- [ ] Paternity Leave
- [ ] Bereavement Leave
- [ ] Compensatory Off (for work on [date])
- [ ] Leave Without Pay
- [ ] Other: [specify]
| From date | [DD/MM/YYYY] | Session | [Full day / First half / Second half] |
| To date | [DD/MM/YYYY] | Session | [Full day / First half / Second half] |
| Number of working days | [X] | Rejoining date | [DD/MM/YYYY] |
Reason for leave: [Brief reason. For sick leave, mention if a medical certificate is attached.]
Contact details during leave: [Phone number / Email]
Address during leave (if travelling): [Address]
Section C: Leave balance (to be filled by HR or from the HR system)
| Leave type | Opening balance | Applied now | Balance after approval |
|---|---|---|---|
| Earned Leave | [X] | [X] | [X] |
| Casual Leave | [X] | [X] | [X] |
| Sick Leave | [X] | [X] | [X] |
| Compensatory Off | [X] | [X] | [X] |
Section D: Work handover
| Work handed over to | [Colleague Name] |
| Pending tasks and deadlines | [List key tasks, due dates, and where files are] |
| Out-of-office set up | [Yes / No] |
Section E: Declaration
I confirm that the information above is correct. I understand that leave is subject to approval and to the Company's Leave Policy, and that unapproved absence may be treated as leave without pay.
Employee signature: ____________________ Date: [DD/MM/YYYY]
Section F: Manager approval
| Decision | [ ] Approved [ ] Approved with changes [ ] Rejected |
| Approved dates (if changed) | [DD/MM/YYYY to DD/MM/YYYY] |
| Comments / reason for rejection | [Comments] |
| Manager name and signature | [Name] ____________________ |
| Date | [DD/MM/YYYY] |
Section G: For HR use
| Received on | [DD/MM/YYYY] |
| Recorded in leave register / HR system | [Yes / No] |
| Payroll impact (LWP days, if any) | [X days] |
| HR name and signature | [Name] ____________________ |
How to use this template
- Match your leave policy. Keep only the leave types your policy offers, and add any state-specific or statutory types that apply.
- Count working days, not calendar days. State in your policy whether weekends and holidays falling inside a leave period are counted, and apply it consistently.
- Set approval timelines. Ask managers to approve or reject within a fixed time, such as two working days, so employees can plan.
- Record rejections with reasons. A short reason avoids disputes and helps the employee pick other dates.
- Feed payroll on time. Leave without pay must reach payroll before the monthly cut-off, or salary will be wrong.
- Move it online when you can. Paper forms are easy to lose and balances are hard to keep current. With Qrew HR's Leave Management, employees apply from the web or mobile app, managers approve in a tap, and balances update automatically.