Leave approval letter

Approve annual, sick, maternity or other leave in writing, with dates and return day clear.

Leave goes smoothly when everyone knows the dates. This letter confirms the type of leave, when it starts and ends, the day they are back, and who is covering.

Why use it

No confusion about the return date, which is where most leave mix-ups happen.
A written record helps you keep leave balances right and fair across the team.
Staff sometimes need written approval for travel, a visa or a school, and this gives them one.

How it works

Add your business details and, if you like, your logo.
Pick the type of leave and enter the first day, last day and return date.
Add pay during leave, plus the covering colleague and leave balance if you track them.
Check the dates, then download, sign and send.

Good to know

The International Labour Organization's Maternity Protection Convention (No. 183, 2000) sets a minimum of 14 weeks of maternity leave. Many countries give more; some give less, as not all have ratified it.
The ILO's Holidays with Pay Convention (No. 132, 1970) sets at least three working weeks of paid annual leave for a year of service, in the countries that have ratified it.
Ask for a short handover note before anyone goes on leave: what is in progress, who is waiting, and where the files are.

Questions

How much annual leave must I give?

It depends on your country, the contract and how long the person has worked for you. Many countries set a legal minimum. Check your local labour law and the employee's contract.

Is sick or maternity leave paid?

Rules differ widely. In many countries some or all of it is paid, sometimes by the employer and sometimes by a government scheme. Check before you choose the pay option in this letter.

Can I use this to refuse leave?

This template is for approving leave. If you need to refuse or move leave dates, talk to the employee first and explain why; you can then edit the wording, keeping it fair and in line with local rules.

Is my information saved?

Only on your own device, so your details are filled in next time. Nothing you type is sent to us, which matters when a letter holds someone's personal details.

Please note

Provided free, as is, as a starting point for your own letter. It is not legal, HR, tax or financial advice, and it does not make a letter legally valid or binding. Employment rules differ by country, and sometimes by state or sector, so check the letter against your local law and any contract, handbook or collective agreement before you send it. You are responsible for what you send. Do not use this to create false or misleading documents. Entitlement to leave and pay during leave, especially sick, maternity and paternity leave, is set by law in many countries and cannot be reduced by a letter. Check the rules where you are, and do not include medical details beyond what is needed.