Leave Application Form Explained: Templates, Examples, and HR Best Practices

Managing employee leave effectively is a crucial part of HR operations in Malaysia. A clear and documented leave process helps employers stay compliant with the Employment Act 1955 while maintaining fairness and productivity.

Using a leave application form ensures that every leave request, from annual leave to medical leave, is properly recorded, approved, and traceable, reducing potential conflicts between employees and management.

What is a Leave Application Form?

A leave application form is an official document used by employees to request time off from work. It outlines the reason for leave, duration, and type of leave applied for.

This form is an essential recordkeeping tool that helps:

Track leave balances and entitlements accurately.
Ensure approval is obtained before an employee’s absence.
Maintain proper documentation for payroll and statutory compliance.

Employers can use either a physical form or a digital submission system, depending on their HR setup.

Types of Leave in Malaysia (as per Employment Act 1955)

Malaysian employees are entitled to various types of leave under the law and company policies. Always refer to the latest Employment Act 1955 (Amendment 2022) to confirm updated entitlements. Here are the types of leave in Malaysia:

Annual Leave

Employees are entitled to 8 to 16 days of paid annual leave depending on their years of service:

8 days (less than 2 years of service)
12 days (2-5 years of service)
16 days (more than 5 years of service)

Sick Leave

Employees are entitled to 14-22 days of paid sick leave annually, depending on tenure. If hospitalisation is required, entitlement increases to 60 days per year.

Maternity & Paternity Leave

Maternity leave: 98 consecutive days (for female employees).
Paternity leave: 7 consecutive days for married male employees (effective from 2023 amendment).

Public Holidays

Employees are entitled to at least 11 paid public holidays per year, including five compulsory national holidays.

Unpaid Leave

Granted at employer's discretion, usually when all paid leave entitlements are exhausted or for personal reasons.

What Should a Leave Application Form Include?

A complete leave application form should include these key details:

Employee details (Name, employee ID, department, and position)
Type of leave (Annual, sick, unpaid, maternity/paternity, etc)
Duration (Start and end dates, plus total number of leave days)
Reason for leave (Short description or supporting documentation if required, e.g. medical certificate)
Supervisor/manager section (Space for review, comments, and signature)
HR or company approval (Final sign-off section with date and company stamp)

Use a uniform format across departments to ensure fairness and consistent record-keeping.

How Employers Should Manage Leave Requests

An effective leave process protects both the company and its employees. HR should:

Establish a clear approval process and communicate it to all staff.
Review leave requests based on policy and legal eligibility before approving.
Record and archive all requests digitally or in hard copy for future reference.
Communicate approval or rejection formally. Avoid verbal approval only.
Update attendance and payroll systems immediately after approval.
Plan manpower coverage to avoid disruptions during staff absences.

Encourage employees to apply for leave at least 7 days in advance, except for emergencies like illness.

Common Mistakes Employers Should Avoid

Even with the right policies, many HR teams still make small errors that can lead to disputes or compliance issues later on. Below are some of the most common mistakes employers should avoid when handling employee leave applications.

Approving leave verbally without written or digital documentation.
Overlooking statutory leave entitlements, especially for new or part-time employees.
Not retaining records for audit or labour inspection purposes.
Failing to inform payroll about unpaid or long leave that affects salary computation.

Sample Leave Application Form Templates

Below are ready-to-use templates suitable for Malaysian companies.

Sample 1: Annual Leave Application Form

Annual Leave Application Form

Employee Details

Name: Nurul Aisyah Binti Ahmad
Employee ID: FIN-0324
Department: Finance
Position: Accounts Executive

Type of Leave: ☑ Annual Leave
Leave Period: From 10 February 2025 to 14 February 2025 (5 working days)
Total Days: 5

Reason for Leave: Family trip to Penang (annual vacation)

Employee Signature: ______________________
Date: 20 January 2025

Supervisor/Manager Approval: ☑ Approved ☐ Not Approved
Remarks: Approved. Please complete month-end tasks before departure.

Manager’s Name & Signature: Lee Wei Ming ____________________
Date: 21 January 2025

HR Approval: Siti Rahman ____________________
Date: 21 January 2025

Sample 2: Medical Leave Application Form

Medical Leave Application Form

Employee Details:

Name: Mohd Faiz Bin Hassan
Employee ID: ENG-0089
Department: Engineering
Position: Maintenance Technician

Type of Leave: ☑ Sick Leave
Leave Period: From 4 March 2025 to 6 March 2025
Total Days: 3

Reason for Leave: Medical leave due to flu and fever (doctor’s certificate attached).

Employee Signature: ______________________
Date: 4 March 2025

Doctor’s Note Attached: ☑ Yes ☐ No

Supervisor/Manager Approval: ☑ Approved ☐ Not Approved
Remarks: Ensure safety checks are reassigned to standby technician.

Manager’s Name & Signature: Arif Johari ____________________
Date: 5 March 2025

HR Approval: Nooraini Salleh ____________________
Date: 5 March 2025

Sample 3: Emergency Leave Application Form

Emergency Leave Application Form

Employee Details

Name: Tan Hui Ling
Employee ID: CS-0217
Department: Customer Service
Position: Customer Support Officer

Type of Leave: ☑ Emergency Leave
Leave Period: 12 March 2025
Total Days: 1

Reason for Leave: Family emergency – parent admitted to hospital.

Employee Signature: ______________________
Date: 12 March 2025

Supervisor/Manager Approval: ☑ Approved ☐ Not Approved
Remarks: Approved. Please inform team lead if additional days are required.

Manager’s Name & Signature: Jason Lau ____________________
Date: 12 March 2025

HR Approval: Nabila Othman ____________________
Date: 12 March 2025

Tips for Digital Leave Management

Modern HR departments increasingly use digital leave management systems to simplify approvals and prevent disputes. Follow these tips to ensure your digital leave management is organized.

Use HR software or employee self-service portals for easy tracking.
Keep digital records of all approved and rejected leave.
Require advance notice for annual or long leave and post-notification for emergencies.
Regularly review leave data for workforce planning and peak-period forecasting.

FAQ

Why is a leave application form important?

It records every leave request properly, ensures approval, and keeps the company compliant with the Employment Act 1955.

Can employees submit the form online?

Yes. Many companies use digital leave systems or HR software for easy submission and approval.

What types of leave should be included?

Annual, medical, maternity, paternity, emergency, unpaid, and public holiday leave — based on company policy and Malaysian law.

How long should employers keep leave records?

At least 3 years for audit and compliance purposes. Digital copies are also recommended.

What if an employee takes leave without submitting the form?

HR should verify the reason, remind the employee of the procedure, and request a retroactive form submission. Repeated cases may lead to a formal warning.

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