Leave application form template
A standardised form for employees to request annual leave, personal leave, unpaid leave and other time off. Simplifies the approval process and ensures proper record keeping.
Leave application form
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Why you need a leave application form
A standardised leave application form ensures that all leave requests are processed consistently and fairly. It creates a clear paper trail for record keeping and helps managers make informed decisions about approving leave.
Proper leave documentation is essential for payroll, compliance with the National Employment Standards, and managing workplace coverage. The form helps track leave balances and ensures employees take their entitled leave.
This form covers annual leave, personal/sick leave, unpaid leave, and can be adapted for parental leave, long service leave and other leave types relevant to your workplace.
Key features of this form
Designed to simplify leave requests and approvals
Leave type selection
Clear categories for annual, personal, unpaid and other leave types.
Date and duration
Specify exact dates and whether leave is full days or partial days.
Balance tracking
Section to record current leave balances before and after approval.
Reason for leave
Space for employees to provide context for their leave request.
Handover details
Document who will cover responsibilities during the absence.
Approval workflow
Clear sign-off section for manager and HR approval.
What's included in this form
Comprehensive sections for complete leave management
Employee information
Name, position, department and contact details of the person requesting leave.
Leave type
Checkboxes for annual leave, personal/sick leave, unpaid leave, parental leave, etc.
Leave dates
Start date, end date, total days requested and whether full or partial days.
Leave balances
Current accrued leave balance and remaining balance if request is approved.
Reason for leave
Brief explanation of why leave is being requested (required for some leave types).
Work handover
Details of who will cover the employee's duties and any important handover notes.
Manager approval
Section for line manager to approve or decline with comments.
HR approval
HR sign-off to confirm leave is recorded in the system.
Supporting documents
Checklist for any required attachments (medical certificates, etc.).
Notification
Confirmation that the employee will be notified of the decision.
How to use this form
Best practices for leave requests and approvals
Notice periods for leave
Annual leave generally requires reasonable notice - many workplaces ask for 2-4 weeks notice for longer absences. Personal/sick leave typically requires notification as soon as practicable, often on the day of absence.
Your workplace may have specific notice requirements in a policy, modern award or enterprise agreement. Make sure the form instructions reflect these requirements.
Approval considerations
Managers should consider operational requirements, adequate coverage, and fairness when approving leave. Annual leave requests made with proper notice generally can't be unreasonably refused.
Personal/sick leave and other legislated entitlements have specific rules about when they can be taken. Familiarise yourself with the National Employment Standards and relevant modern awards.
Documentation requirements
Some leave types require supporting documentation. Personal/sick leave of more than 2 consecutive days typically requires a medical certificate. The form should prompt employees to attach required documents and provide managers with a checklist.
Looking to automate this process? RosterElf's leave management software handles leave requests digitally, eliminating paper forms and manual tracking. Our HR software simplifies the entire approval workflow.
Who should use this form?
Essential for any business with employees
Legal disclaimer
This template is designed to reflect Australian workplace standards and the National Employment Standards at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry, modern award, enterprise agreement and specific workplace circumstances. For complex leave situations, seek independent legal or HR advice.
Regulatory sources
This template is aligned with leave entitlements under the National Employment Standards.
Ready to simplify your leave process?
Download our Leave Application form template and make leave requests simple and consistent.
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View templateDisclaimer
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.