Free leave application form template
A standardised form for staff to request annual, personal, unpaid and parental leave. It captures dates, balances and a handover, then routes the request through a clear manager and HR approval workflow.
Leave application form
PDF format • Ready to print
No signup required. Print or fill in digitally.
This leave application form is a general HR template only and is not legal advice. Customise it to suit your workplace and the relevant modern awards and legislation, and confirm leave obligations and entitlements with Fair Work or an HR adviser before relying on it. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
What's in this form
Everything you need for a complete leave request
Leave type selection
Tick boxes for annual, personal/carer's, unpaid, parental and long service leave so the request is clear at a glance.
Dates and duration
Start date, return date, total days and whether the absence is full or partial days.
Leave balance tracking
Record the current accrued balance and the remaining balance if the request is approved.
Reason for leave
Space for the employee to add brief context — required for some leave types.
Work handover
Document who covers the role and any urgent tasks during the absence.
Manager and HR sign-off
A clear approval workflow with space for manager and HR to approve, decline or comment.
How to write a leave application
Four steps to a clear, professional request
1. State leave type and dates
Open with the leave type and exact dates — start date and return date — so the request is unambiguous from the first line.
2. Give a brief reason
Add a short, professional reason where the leave type calls for it. Annual leave rarely needs detail; personal leave may need a note.
3. Outline the handover
Name who will cover urgent matters and where work stands so your manager can approve with confidence.
4. Submit for approval
Sign, attach any supporting documents and send it to your manager with enough notice for it to be assessed fairly.
Prefer a ready-made structure? The free form above already lays out each section. For the approval side of the process, read our guide on managing annual leave requests.
Who uses this form
Any Australian business that manages staff leave
Hospitality & cafes
Plan cover around peak trading when staff take time off
Retail & multi-site
Keep leave requests consistent across stores and shifts
Healthcare & aged care
Manage roster coverage when carers and nurses are on leave
Whatever the industry, the goal is the same: a fair, documented leave process. Read up on annual leave and how to calculate leave entitlements so balances on the form are intended to be accurate.
Stop chasing paper leave forms
Paper forms work for the occasional request, but once leave balances, approvals and roster coverage all need to line up, the admin adds up fast. RosterElf lets staff request leave from their phone, shows you balances and clashes instantly, and feeds approved leave straight into the roster.
HR guides
Manage leave fairly with these how-to guides
How to manage annual leave requests
A step-by-step process for receiving, assessing and approving annual leave fairly.
Read the guideHow to manage sick leave requests
Handle personal and carer's leave correctly, including evidence and notice requirements.
Read the guideHow to calculate leave entitlements
Work out annual and personal leave accruals under the National Employment Standards.
Read the guideRelated templates
Use this form alongside these free HR templates
Leave application form FAQ
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Keep it professional and concise. State the leave type and exact dates (start date and return date) up front, add a brief reason where the leave type requires one, outline who will cover your work, and close with your name and position. The four-step section above walks through it, and this free form gives you a structured layout so nothing is missed.
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A good leave application form captures employee and position details, the leave type (annual, personal/carer’s, unpaid, parental or long service), the dates and total days, the current and remaining leave balance, a brief reason, a work handover, and a manager and HR sign-off section. See our guide on calculating leave entitlements for the accrual side.
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Yes — it is a clean, one-page PDF you can print or fill in digitally. It covers every common leave type without being overloaded, so it works as a simple annual leave or personal leave form for any Australian workplace. Add your logo and adjust the fields to match your policy.
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You can print the PDF and fill it in by hand, or complete it on screen and save it. To change the fields permanently, rebuild the layout in your own document, or move the whole process online with leave management software so requests, balances and approvals are handled digitally.
Before you download
General information only — not legal advice
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.