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Annual leave request declined letter template

Reviewed 31 October 2021

This letter can be used when an employee has requested a period of annual leave but the request has to be declined for justifiable reasons. This justifiable reason may be, for instance, that the employee has insufficient leave remaining or other employees have already had annual leave approved at that time and the Company cannot allow any other employees to be off at the same time.

Employers are allowed to turn down a request for annual leave provided that the notice given by the Company is at least equivalent to the length of holiday requested.

Annual leave request declined

[Sender name]

[Sender address]


[Recipient name]

[Recipient address]

Dear [Recipient first name],


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):

  • [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
  • [this will be a particularly busy time for the Company so annual leave cannot be taken on those dates] OR
  • [you have insufficient annual leave remaining in the Company's current holiday year] OR
  • [you are in your first year of employment and you

This is a word-limited preview. The full template will be displayed here in full once you purchase it individually, or when you purchase the management template pack.

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