Policies, contracts, letters, guidance and HR support tools for UK employers.
View full library
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.
[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
To view in full, make a purchase
For more value, this is also found in our Full library and Sick management templates toolkit
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.
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.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document 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.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Requirement for employee to take annual leave letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing sick management processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Sick management toolkit
49 templates
£34.90
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
Professionally written and fully compliant with UK employment law
Access a free contract template instantly - or save 10% on any document today.
Use this code at checkout for 10% off anything!
Includes instant download, updates, and full access to your HR templates.
Management library
467 templates
Full library
776 templates