Annual leave request form template
Our Annual Leave Request Form template simplifies the process, enhancing efficiency and ensuring accurate record-keeping.
If an employee wishes to request annual leave, send them this model form template to complete. It contains a section for you to provide your approval, and incorporates flexibility regarding leave being taken in days or hours, and information for shift workers.
- 1 page / 202 words.
- Last updated 16/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Annual leave request form
| Name: | |
| Department: |
DATES REQUESTED
PLEASE NOTE: First day and Last day means your first and last days of leave; Last day does not refer to your first day back at work after your leave.
If taking a half day, specify AM or PM in the
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An annual leave form is a document used by employees to request time off work for their annual leave entitlement. Annual leave refers to the paid time off work that an employee is entitled to take in a given year.
An annual leave form typically includes the employee's name, job title, department, and the dates they are requesting for their annual leave. The form may also include information about the employee's remaining holiday entitlement, and any restrictions or closedown periods during which the company does not allow employees to take leave.
Once an employee submits an annual leave form, their manager or HR representative will review the request and approve it if it meets the company's policies and procedures. The approved form serves as a record of the employee's annual leave entitlement and any leave taken, which is important for calculating pay and ensuring that the employee receives their entitled time off.
It is usually delivered to the Employer / HR by the Employee.
It should be actioned upon request.
Compliance
Compliance
This Annual leave request form template incorporates relevant UK laws and HR standards, including those listed below:
In the UK, the amount of annual leave entitlement varies depending on the employment contract and length of service. Full-time employees are typically entitled to at least 28 days of annual leave per year, including public holidays. Part-time employees are entitled to a pro-rata amount based on their contracted hours.
Here are some UK employment legislations that employers should consider when implementing an annual leave request form:
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Working Time Regulations 1998: This legislation provides the framework for annual leave entitlements in the UK, including minimum entitlements, carryover rules, and payment in lieu of leave. Employers should ensure that their annual leave request form complies with these regulations, including the minimum notice period required for taking leave.
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Equality Act 2010: This legislation prohibits discrimination in the workplace, including in relation to annual leave requests. Employers should ensure that their annual leave request form does not discriminate against any employee on the basis of their protected characteristics, such as age, gender, race, or disability.
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Data Protection Act 2018: This legislation regulates the collection, storage, and processing of personal data, including information collected through annual leave request forms. Employers should ensure that their annual leave request form complies with data protection requirements, including obtaining consent from employees to collect and process their personal data.
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Employment Rights Act 1996: This legislation provides protections for employees, including in relation to annual leave entitlements and pay. Employers should ensure that their annual leave request form complies with these protections, including the requirement to provide employees with a written statement of their terms and conditions of employment.
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Trade Union and Labour Relations (Consolidation) Act 1992: This legislation sets out the rights of employees to join a trade union and to engage in collective bargaining with their employer. Employers should ensure that their annual leave request form does not infringe on these rights and that they consult with any trade union representatives before implementing any changes to their annual leave policies.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Annual leave request form template, to understand the workflow.
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Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Annual leave request form 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. 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 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.
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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.
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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 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.
