Leave request form template

How to fill it in

1. Download the fillable PDF or open it in our Fill PDF form tool.
2. Fill in your details, leave type, dates, number of days and cover.
3. Add a short reason if you want to, and attach any certificate with Merge PDF.
4. Sign with Sign PDF and send it to your manager.
5. The manager records the decision, signs and returns a copy for both of you to keep.

Filling in the dates without confusion

Write the first and last day you will be away, and the return date separately. That removes the classic question of whether "until Friday" includes Friday. Count working days, not calendar days, and leave out public holidays if your employer does not deduct them.

The cover field names the colleague who handles urgent work while you are away. Agree on it with them before submitting; managers approve faster when the handover is already arranged.

• Submit as early as your policy asks, often two to four weeks ahead for holidays.
• For sick leave, you usually do not need to give a diagnosis; check what your employer requires.
• Attach a medical certificate or other evidence if it is required, using Merge PDF.

For managers: recording the decision

Tick or write approved or declined, add the decision date and a short comment, such as a suggested alternative date if you decline. Sign with our Sign PDF tool and return the file to the employee. A written reason for a refusal helps avoid misunderstandings and is required in some countries.

Storing leave records

Keep approved requests with the employee's records for as long as your local rules on employment records require, which is often several years. When you are signed in, you can save them to My files, which is encrypted. If a request contains health information, treat it as sensitive: share it only with the people who need it, and consider Protect PDF to add a password before emailing it.

Frequently asked questions