Requirement for employee to take annual leave letter template
Our requirement for employee to take annual leave letter template ensures employees use their full annual leave entitlement within a specified period to comply with legal obligations.
- 2 pages / 302 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.
Requirement for employee to take annual leave letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Notice of required annual leave
This letter is to inform you that you are required to take annual leave from [date] to [date], amounting to [number] days. Thiis is due to [insret details, such as Christmas or Summer shutdown etc.].
This period of leave will be deducted from your annual leave entitlement and the Company’s records will be amended accordingly.
[OR}
As the end of the leave year approaches, I am writing to remind you that you have not taken your full entitlement of annual leave for the year [insert leave year]. Under UK employment legislation, it
You're currently viewing a limited preview. For instant full access, purchase this item or a parent bundle.
A Requirement for Employee to Take Annual Leave Letter is a written notice from an employer instructing an employee to use part of their annual leave within a set period. This is typically used when employees haven’t taken their full leave or during company shutdowns (e.g., Christmas).
The letter specifies the amount of leave to be taken, the time frame, and any relevant restrictions. It should be issued in advance to allow the employee time to plan, and they should have the opportunity to discuss the requirement with their manager.
Employers should aim to provide notice at least double the required leave to ensure strong employee relations and compliance.
Employers must also ensure employees take their full leave entitlement to avoid legal issues, such as carry-over or pay in lieu upon termination.
Compliance
Compliance
This Requirement for employee to take annual leave letter template incorporates relevant UK laws and HR standards, including those listed below:
-
The Working Time Regulations 1998 require employers to provide a minimum of 28 days' paid annual leave to full-time employees (pro-rated for part-time employees).
-
Employers must ensure that employees are taking their annual leave entitlement each year, as failure to do so could result in employees being entitled to carry over some or all of their annual leave to the following year or being paid in lieu of their untaken leave upon termination of employment.
-
Employers should have a clear policy in place outlining how and when employees should take their annual leave entitlement, as well as any restrictions or requirements. This policy should be communicated to employees and easily accessible.
-
Employers cannot require employees to take annual leave during a period of sickness absence, but can offer employees the option to take annual leave instead of sick leave.
-
Employers should be mindful of potential discrimination issues when requiring employees to take annual leave, particularly if it conflicts with employees' religious or cultural practices.
-
The letter to the employee should clearly state the requirement for the employee to take annual leave and the reasons for this requirement (e.g. to ensure that the employee takes their full annual leave entitlement). It should also outline how much leave the employee is required to take, the period during which the leave must be taken, and any relevant restrictions or requirements.
-
The letter should be issued in advance to give the employee sufficient notice and opportunity to plan their leave. The notice period will depend on the length of leave required and any relevant policies or contractual terms.
-
The letter should also explain the consequences of not taking the required annual leave (e.g. potential carry over or payment in lieu upon termination of employment).
-
It is recommended to offer the employee the opportunity to discuss the requirement with their manager and raise any concerns or issues they may have.
-
The letter should be clear, concise, and professional in tone, and should be kept on file for future reference.
Frequently Asked Questions
Frequently Asked Questions
-
Can I use this template in my small business?
Yes. The Requirement for employee to take annual leave 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.
-
Is this template compliant with 2025 UK employment law?
Absolutely. 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.
-
Can I customise it for my organisation?
Yes, 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.
-
Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
-
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 this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
