Leave Request Form

# Leave Request Form

## Purpose
Use to manage all leave requests consistently, maintain adequate staffing, and keep leave records accurate for payroll.

## When to Use
An employee leave request form covering leave type, dates, handover arrangements, and manager approval with calendar integration.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Employment Hero or Deputy)

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## Leave Request Form

**Purpose:** Manage all leave requests consistently, maintain adequate staffing levels, and keep accurate leave records for payroll and compliance.

### Section 1: Employee Details
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Employee Name | Text | Yes | Auto-populated if logged in | Jane Smith |
| Employee ID or Email | Text | Yes | Auto-populated if logged in | jane@company.com.au |
| Department | Dropdown | Yes | - | [Populate with departments] |
| Manager (Approver) | Dropdown | Yes | Auto-populated based on reporting line | [Manager Name] |

### Section 2: Leave Details
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Leave Type | Dropdown | Yes | - | Annual Leave / Personal (Sick) Leave / Compassionate Leave / Parental Leave / Long Service Leave / Leave Without Pay / Time in Lieu / Other |
| Start Date | Date | Yes | Must be at least 2 weeks from today for annual leave | DD/MM/YYYY |
| End Date | Date | Yes | Must be on or after start date | DD/MM/YYYY |
| Total Days Requested | Number | Auto-calculated | Excludes weekends and public holidays | - |
| Is this a partial day? | Radio | No | - | No / Morning Only / Afternoon Only |
| Reason for Leave | Textarea | No | Max 300 characters | Optional, but required for some leave types |

### Section 3: Leave Balance (auto-populated)
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Current Annual Leave Balance | Display Only | - | From HR system | e.g., 15.5 days |
| Current Personal Leave Balance | Display Only | - | From HR system | e.g., 8 days |
| Balance After This Request | Display Only | Auto-calculated | Warning if negative | e.g., 10.5 days |

### Section 4: Handover Arrangements
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Who will cover your responsibilities? | Text | Yes | - | Colleague name |
| Have you briefed your cover person? | Radio | Yes | - | Yes / Not yet (will do before leave) |
| Key tasks or deadlines during your absence | Textarea | No | Max 500 characters | List anything your cover person or manager should be aware of... |
| Will you be contactable in an emergency? | Radio | No | - | Yes / No |
| Emergency Contact Number (if different from usual) | Phone | No | - | 04XX XXX XXX |

### Section 5: Supporting Documentation
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Medical Certificate or Supporting Document | File Upload | No | PDF, JPG, max 5MB | Upload if applicable |

### Conditional Logic
- If "Leave Type" = "Personal (Sick) Leave" and "Total Days" >= 2, require medical certificate upload
- If "Leave Type" = "Parental Leave", show additional fields: expected due date, planned return date, and primary/secondary carer selection
- If "Balance After This Request" is negative, show warning: "This request exceeds your available balance. It will be processed as Leave Without Pay for the excess days unless otherwise arranged with your manager."
- If "Leave Type" = "Annual Leave" and notice is less than 2 weeks, show note: "Requests with less than 2 weeks' notice are subject to manager discretion."

### Submission
- **Button text:** "Submit Leave Request"
- **Confirmation message:** "Your leave request for [Total Days] days ([Start Date] to [End Date]) has been submitted. Your manager will respond within 2 business days."
- **Notification:** Email manager for approval, on approval update HR system and team calendar, notify cover person via Slack

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**Complexity:** simple | **Setup time:** 5 minutes | **Tools:** Employment Hero, Deputy, Slack