A simple, printable leave application form that captures everything HR needs — leave type, dates, balance, cover-up arrangements and manager approval.
Leave disputes are the second-most common HR headache after payroll errors. A standard leave application form captures the right information up front, documents manager approval, and creates an audit trail that prevents 'I never approved that' conversations three months later. Use it even if you run leave through Peoplifi — the signed form is useful in probationer disputes and labour hearings.
Get a properly formatted Microsoft Word (.docx) file with headings, bullets and placeholders already styled. Replace all [SQUARE BRACKETS] with your own details.
LEAVE APPLICATION FORM [COMPANY NAME] To: The Human Resources Department Date: ____________________ 1. EMPLOYEE DETAILS Name: ____________________________________ Employee ID: ____________________________________ Department: ____________________________________ Designation: ____________________________________ Reporting Manager: _________________________________ 2. TYPE OF LEAVE REQUESTED [ ] Annual (earned) leave [ ] Casual leave [ ] Sick leave / medical leave [ ] Maternity leave [ ] Paternity leave [ ] Hajj leave [ ] Bereavement leave [ ] Leave Without Pay (LWP) [ ] Other: __________________ 3. LEAVE DETAILS From (date): ____________________ To (date): ____________________ Total days requested: ____________________ First working day back: _________________ Reason (brief): ___________________________________________________ ___________________________________________________ 4. LEAVE BALANCE (to be filled by HR) Current annual leave balance: ______ Current casual leave balance: ______ Current sick leave balance: ______ 5. COVER-UP ARRANGEMENT During my absence, my work will be handled by: Name: ____________________________________ Designation: ____________________________________ Signature: ____________________________________ 6. CONTACT DURING LEAVE Contact number: _______________________________ Reachable for urgent matters: [ ] Yes [ ] No 7. APPLICANT DECLARATION I declare that the information provided is correct. I will handover pending work and brief my cover before going on leave. Applicant signature: ______________________ Date: ______________________ 8. MANAGER APPROVAL [ ] Approved [ ] Partially approved [ ] Declined Remarks: ___________________________________________________ Manager signature: ______________________ Date: ______________________ 9. HR PROCESSING Leave balance updated: [ ] Yes Payroll impact noted: [ ] Yes Filed in employee record: [ ] Yes Processed by: ______________________ Date: ______________________
English is fine for white-collar employees. For factory workers and field staff, a bilingual (Urdu + English) version is best practice and often expected by labour inspectors.
Standard practice is 7 days' notice for planned annual leave and 24 hours for casual leave, with immediate notice for sick leave followed by documentation.
Yes — for operational reasons, with reasons recorded. However, statutory entitlements (annual, sick, maternity) cannot be indefinitely denied.
Peoplifi generates Pakistan-compliant offer letters, warning letters and policy packs from your employee data in one click — no copy-pasting, no version drift.