#Human Resources #Employer

3 Company Leave Application Form Templates for HR

Mohamad Danial bin Ab. Khalil
by Mohamad Danial bin Ab. Khalil
Sep 10, 2020 at 4:55 PM

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Leave management can be complicated for companies to manage. Managing leave must be done properly within your organisation to ensure not only compliance with the law but also to make sure everyone's time is being tracked correctly.


What is leave management?

Leave management is one of the essential HR activities that usually consumes a significant share of the HR staff's time. HR staff have to ensure compliance with leave policies, confirm the availability of sufficient staff at all times and also make sure that employees remain satisfied.

For your organisation to succeed, you will need a reliable leave management system. Employees will not be happy if the HR staff are not managing their leave applications effectively and efficiently. Mishandling of employee's leave will affect their morale and therefore, impact project deliverables.

According to a study led by Singapore-based recruitment company Robert Half, a majority of employees prefer more days off. The survey of 500 employees in Singapore found 36% put more annual leave at the top of their wish list, followed by more flexible hours (32%) and professional development opportunities (20%).


Some companies have digitalised their leave management process, while others are more comfortable with paperwork.


Managing leave through the leave application form

First, all leave must be documented by utilising the Leave Application form. Before requesting leave, employees must verify that the leave to be requested is available by checking the leave balances through the employee self-service system or asking the HR staff.

To help with scheduling and operational requirements, the employer can demand employees to request leave at least a few days or a week before the requested leave date. If the leave is unforeseeable, such as sick leave, the leave form should be filled and sent to the supervisor as soon as the employee returns.

Then, the employee must fill the Leave Application form, notifying the type of leave to be taken (for instance: vacation, sick, leave without pay), the dates of the leave and the total days to be taken. The completed form is then sent to the immediate supervisor for approval.

The supervisor alone checks if the employee has the leave available before accepting a request for paid leave. Once confirmed, the supervisor returns a copy of the approved Leave Application form to the employee, keeps one copy for their records and submit a copy to payroll and HR. If the leave is not approved, the supervisor should return a copy of the form to the employee stating the reason the leave was not permitted.

If you'd like to learn more about the Standard Operating Procedure for leave administration, you can read it HERE.


Here are some leave application form templates you can use:

Leave application template 1

Leave application form
Click here to download the document on Google Drive
(Click Download on top right)



Leave application template 2

Leave application form
Click here to download the document on Google Drive
(Click Download on top right)


Leave application template 3

Leave application form
Click here to download the document on Google Drive
(Click Download on top right)


These Leave Application form templates should help you manage your employees' leave requests into a straightforward system. These documents can easily be used through online and printed, whichever way you prefer.

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