What you need to know about applying for leave

Annual leave is your chance to recharge and take a break from work duties. Whether you're planning a getaway or just wanting some downtime, it's a chance to step back and still get paid. In Australia, taking leave is a requirement for full-time and part-time employees, so it's important you know how to request leave in a professional way.

In this guide, we cover everything you need to know about annual leave, including writing an annual leave request, preparing for your annual leave and handling the denial of an annual leave request.

What is annual leave?

Annual leave, also known as holiday leave or recreational leave, is a period of paid time off provided to employees by their employer. Under the National Employment Standards (NES), full-time and part-time employees are entitled to a minimum of four weeks off for every 12 months worked.

Annual leave is calculated based on the amount of ordinary hours you work during the year. With this in mind, some shift workers may get up to five weeks of annual leave each year depending on their workload. 

You’ll start to accrue annual leave from your first day, even if you’re on probation. This leave will continue to add up throughout the year and any unused leave will roll over to the following year. While companies can’t offer less annual leave than the NES, they can provide additional leave entitlements which should be detailed in your employment contract. 

In addition to annual leave, you’re entitled to sick and carer’s leave, compassionate and bereavement leave, parental leave, community service leave, family and domestic violence leave and long-service leave.

What is an annual leave request?

When you want to take annual leave, you first need to submit a formal leave request. Some companies have a dedicated leave request form that you need to complete as part of the process, others will have a system like Workday, where you submit an online form. Any type of leave request will detail the dates you intend to take off and what type of leave you’re asking for. Some may include a section where you can include a reason for your leave, but you don’t legally have to provide a reason for taking time off if you don’t want to.

Most companies have rules around when you can request leave. You’re technically entitled to take annual leave as soon as you accrue enough days, even if you’re still on probation. However, employers will have their own policies regarding how much notice is required to request annual leave and when you can access your annual leave after accruing it.

Can your employer refuse a leave request?

Your employer can’t unreasonably refuse leave requests, but that doesn’t mean all requests must be approved. Your leave request may be denied if:

• You don’t have enough leave accrued
• You don’t provide reasonable notice to take leave
• The business can’t meet operational requirements during the requested leave period
• Your requested leave would negatively impact the business

More information on reasonable grounds for leave refusal should be detailed in the modern award you’re covered by, or in other agreements, like enterprise agreements, individual flexibility arrangements or your workplace policies.

How to write a request for annual leave 

When you’re planning to take annual leave, it’s worthwhile crafting a professional leave request. You want to minimise the potential for miscommunications, confusion and having your leave request rejected. Here are a few tips to help you put together your leave request.

Select the format and template

Firstly, you’ll need to abide by the format that’s most appropriate for your workplace, whether that be via email, letter or leave request application form. Most companies have policies in place that detail the leave request procedure, so that’s often a good place to start if you’re unsure what the process is.

Include relevant information

If your company uses a standard leave request form, it should detail all the information required. If you need to write your own email or letter, make sure you include all the revelant details. Here is the basic information you should include:

• Leave dates
• Type of leave
• Who will be covering your work
• Emergency contact information

While you can include a reason for taking annual leave if you think it’ll help your application, you’re not required to provide any further information.

Submit your request

Before sending off your leave request, make sure you proofread it to check for any spelling or grammatical errors – and to ensure the dates you’ve input are correct. When submitting your request, it’s usually better to give your employer plenty of notice of any upcoming annual leave. That way they have enough time to make alternative arrangements to cover you while you’re gone. With this in mind, be sure to check you’ve met any leave request deadlines that are detailed in your company’s leave policies. If you leave it too late, you could risk having your leave denied.  

Annual leave request template

When it comes to writing an annual leave request, it’s important to have a clear format that includes all the essential information. Use the template below to help you write your own leave application.

Annual leave request email template

Subject: Annual leave request 

Dear [manager’s/supervisor's name],

I am writing to submit a request for annual leave from [start date] to [end date]. 

[In the second sentence you may want to detail your reason for taking leave, if you feel it’s warranted.]

I have made arrangements to [briefly mention any preparations or handovers you've organised, if applicable] to minimise any potential disruption to the team. I will ensure that all pending tasks are completed before my leave starts. I will delegate any other tasks appropriately and provide detailed handover notes.

If you have any questions or concerns, please don’t hesitate to contact me directly. Thank you for considering my request. 

Best regards,

[Your full name]

[Your position]

[Your contact information]

Annual leave request email example

Below is a more specific example of a leave request email that you can use as a guide.

Subject: Annual leave request 

Dear Sarah,

I am writing to submit a request for annual leave from Monday 8th April to Friday 26th April for an overseas holiday. With the ANZAC Day public holiday, this comes to a total of 14 days of annual leave.

Heather has been working closely with me on all my major projects and is familiar with my tasks and responsibilities. I’ll make sure to wrap up my projects before I leave and will provide the team with the necessary handover documents in my absence.

If you have any questions or concerns, please don’t hesitate to contact me directly. 

Thanks in advance,

Jane Smith

Marketing coordinator

[email protected]

Tips for requesting leave

There’s more to putting together a well-written leave request than just stating the facts, like the dates you’d like off and your reason for taking annual leave. Here are a few tips to help you put together a successful leave request:

• Keep your request short and concise
• Make sure to proofread your request for any potential grammatical or spelling errors
• Maintain a friendly, yet professional tone throughout your request
• Address how your workload will be covered in your absence
• Check for any potential conflicts while you’re away, like major company events, meetings, deadlines or existing staff leave
• If possible, express your willingness to be flexible in adjusting your leave dates to accommodate your team's needs
• Submit your request before any company-mandated deadlines

At the end of the day, effective communication and proper planning are key when requesting annual leave. Make sure you tailor your leave request to your company's culture and policies to increase the likelihood of a positive outcome.

Handling a denial of your leave request

There may be some instances where your leave request isn’t approved. This is where it can help to be flexible when it comes to your annual leave dates. If your leave request is denied, below are a few suggestions you can follow to understand the decision and work towards a solution that suits both yourself and your company.

Review leave policy guidelines

Before reaching out to anyone at your company to follow up on the decision, it can be worth double-checking the company’s leave policy. For example, if two weeks' notice is required and you submit your request only one week prior, that can be a good indication as to why your leave request was denied. 

Ask why you were denied

If you’ve followed your company’s leave policy guidelines, it could be worth reaching out to whoever denied your leave request for more clarity on the decision. It could be that another colleague is already taking leave at that time or it overlaps with a major project deadline.

Assess your timing

In some cases, your leave request might be denied simply due to timing. Major projects or deadlines, large company events, industry conferences – these can all impact approval, so it’s worth checking the work calendar before submitting your annual leave dates. 

Discuss with HR

If you’re still not sure why your leave request was denied, consider chatting to someone in your company’s HR department. Just be sure to approach the conversation professionally and with an open mind. You may be able to negotiate your leave dates to a more convenient period.

Apply for leave again

If your leave request is denied, you can certainly submit another leave request, but it would be best to first find out the reason why it was refused. There’s no point in reapplying for the dates that were already denied, so chat with your manager first to figure out what leave period works, before reapplying with new dates.

While being denied annual leave can be frustrating, don’t be tempted just not to show up to work during your requested leave period. Not only is this unprofessional but it could put your position in jeopardy.

How to prepare for your annual leave

Once you get the green light for your annual leave, it’s time to start taking steps to prepare your colleagues before you head off. Here’s how you can start preparing for your leave:

• Communicate your remaining responsibilities to your teammates
• Train others to cover your responsibilities in your absence
• Provide handover documents detailing your tasks and responsibilities
• Set up an out-of-office email message that includes the dates you’ll be out of office, contact details for your next in line and when you’ll be back at your desk
• Wrap up any projects or loose ends before your leave starts

Annual leave is a great opportunity for you to take some time away from your work, so you can return feeling refreshed and with renewed motivation. Submitting a well-written annual leave request is an important part of successfully getting time off, so it pays to familiarise yourself with the process at your company. If you’re due for a break and you’ve got a bit of leave banked up, now could be the time to start drafting that request.

FAQs

What is the standard duration for annual leave?

As a general rule, full-time employees are entitled to four weeks’ leave per year. With that said, there are no rules around how short or long your annual leave has to be. You can take anywhere from a single day through to a few weeks at a time, depending on how much annual leave you’ve accrued. The main thing is your leave period works with your company’s schedule so you’re able to take the time off.

How do you politely ask for annual leave?

If you’re writing a leave request email, the key is to maintain a polite and professional tone so your supervisor or HR department will look at your request favourably. Whether you send your request in an email or you write a letter, make sure your request is clearly formatted, covers the relevant details and is in line with your company’s leave policies. 

What do I write when applying for annual leave?

When writing an annual leave request, it’s important to include all the relevant information, like:

• Addressing it directly to the recipient
• The dates you’d like to request leave and how many days off work you’d like to take
• (Optional) A reason for taking annual leave
• The steps you intend to take to ensure your responsibilities are covered in your absence
• Your contact details

If your company has any specific requirements around requesting annual leave, like submitting an annual leave request on a system like Workday, you should make sure you’re following these procedures.

Can your annual leave letter get denied?

Yes, there may be instances where your annual leave is denied, but employers can only refuse your request for annual leave on reasonable grounds. For example, your request might be rejected because:

• you haven’t provided enough notice,
• another staff member is already on annual leave during that time,
• your absence would cause operational problems for the business, or
• you haven’t accrued enough annual leave to cover your requested leave period.