Annual leave request declined letter template
A professional annual leave request declined letter template to explain refusals clearly, fairly, and with respect for employees.
- 2 pages / 261 words
- Instantly download as Word / PDF / plain text
- Suitable for worldwide use (but check local legislation)
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Annual leave request declined letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Request for annual leave declined
I refer to your request to take annual leave from [date] to [date].
Unfortunately, on this occasion, we must decline your request because (specify reason from list below):
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[annual leave has already been approved for other members of staff at this time and we cannot permit anyone else to be off because of the need to maintain adequate staffing levels]. OR
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[this will be a particularly busy time for the Company so annual leave cannot
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This Annual Leave Request Declined Letter template gives managers a structured way to refuse holiday requests while remaining fair and transparent.
It provides clear language to explain business reasons such as staffing shortages, peak demand, or operational needs, helping reduce misunderstandings.
Using this template ensures consistency, supports positive employee relations, and maintains compliance with annual leave and HR best practice.
Direction:
Compliance
Compliance
This Annual leave request declined letter template incorporates relevant UK laws and HR standards, including those listed below:
There are several employment laws that should be considered to ensure that the decision is lawful and compliant. Some of the key employment laws to consider include:
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The Working Time Regulations 1998: This law sets out the rules on paid annual leave entitlement for employees. Employers should ensure that they are complying with the regulations and that employees are not being denied their statutory rights to annual leave.
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The Employment Rights Act 1996: This law sets out the requirements for written terms and conditions of employment, including holiday entitlement. Employers should ensure that they are following any relevant policies and procedures relating to annual leave requests and that they provide a clear and transparent explanation for why the request has been declined.
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The Equality Act 2010: This law prohibits discrimination against employees on the basis of protected characteristics such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Employers should ensure that the decision to decline the annual leave request does not discriminate against any employee based on any of these characteristics.
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The company's own policies and procedures: Employers should also consider any relevant company policies or procedures that apply to annual leave requests and ensure that they are following them appropriately.
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The possibility of flexible working: Employers should consider whether they can offer the employee an alternative to the declined annual leave request, such as flexible working arrangements or a different period of annual leave.
It is important to handle declined annual leave requests in a fair and transparent manner, and to communicate the reasons for the decision clearly to the employee. Employers should also ensure that they are not penalising employees for requesting annual leave or making it difficult for them to take their entitlement.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Annual leave request declined letter template, to understand the workflow.
Annual leave request form
Our Annual Leave Request Form template simplifies the process, enhancing efficiency and ensuring accurate record-keeping.
Timings
Timings
Follow these best practice actions to get the most from the Annual leave request declined letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing (Days from Decision) |
| 1 | Review Annual Leave Request: Review the employee's annual leave request, considering operational requirements and staffing levels. | HR / Management Team | N/A |
| 2 | Assess Feasibility: Evaluate the feasibility of granting the request, considering business needs and available resources. | HR / Management Team | Day 1 |
| 3 | Prepare Declined Letter: Create a comprehensive Annual Leave Request Declined Letter, clearly explaining the decision and providing the reason for decline. | HR / Management Team | Day 3 |
| 4 | Legal Review (Optional): If required, seek legal advice to ensure the letter complies with employment laws and regulations. | HR / Legal Team | Day 5 (If applicable) |
| 5 | Issue the Letter: After finalising the letter and obtaining necessary approvals, issue the Annual Leave Request Declined Letter to the employee, formally notifying them of the decision. | HR / Management Team | Day 7 (Or as deemed appropriate) |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Annual leave request declined letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. Like the Annual leave request declined letter template, all of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise this template for my organisation?
Yes, in the Annual leave request declined letter template, as with all of our templates, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access to the template?
Yes. Once purchased, you'll be able to download the Annual leave request declined letter template instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include the Annual leave request declined letter template along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need a complete HR library.
