Leave Form: Definition, Importance, Templates

Almost all administrative tasks in companies are handled digitally, including when employees want to apply for leave.

Aside from informing their supervisor, employees also need to fill out a leave form that is forwarded to the HR department.

This process is important to keep a clear record of how much leave an employee has taken and how much remains.

It also helps manage workloads and team schedules effectively. That is why companies need a well-organized system for tracking leave.

In this article, we will explore why leave forms are essential and how to create one effectively.

What is a Leave Form?

Once upon a time, an employee takes time off without informing the team properly.

Their absence overlaps with an important deadline and leaves colleagues scrambling to cover tasks. Nightmare, isn’t it?

That is why a leave form is needed. A leave form is an official document employees use to request time off.

It includes details like the type of leave, duration, and reason for the absence, which helps employers process requests efficiently.

The goal is to track employee absences, ensure there is no confusion or scheduling overlap, and prevent such issues by keeping everyone informed and on the same page.

Why is a Leave Form Important?

A leave form is important for keeping track of employee absences, which helps employers with things like performance reviews, payroll, and audits.

It also makes it easier for managers to plan schedules and avoid overlapping leave requests that might disrupt work.

In addition, a leave form helps both employers and employees follow Malaysian labor laws, which require certain types of leave, like annual and medical leave.

For example, the Employment Act of 1955 states how many leave days employees are entitled to based on how long they have worked.

What to Include in a Leave Form

A complete leave form should include the following details:

Employee information: Employee’s name, ID number, and position to identify who is making the request.
Type of leave: Options such as annual leave, sick leave, maternity leave, or unpaid leave to clarify the purpose of the request.
Leave dates: Start and end dates to define the duration of the leave.
Reason for leave (optional): An optional field where employees can provide a brief reason for their absence.
Approval section: A space for a manager or supervisor to review and approve the leave request.

Simple Leave Form Template

Here are three easy-to-use templates that you can adopt:

Template 1: Basic Leave Form

This template is ideal for small companies or those requiring minimal information for leave applications.

Leave Application Form

Employee Information:

Name: ____________________________________
Employee ID: _______________________________
Position/Department: ________________________

Leave Details:

Type of Leave (tick one):
☐ Annual Leave
☐ Sick Leave
☐ Compassionate Leave
☐ Maternity/Paternity Leave
☐ Other: _____________________________
Start Date: ________________
End Date: __________________
Total Leave Days: ______________

Reason for Leave (Optional): ______________

Manager Approval:

Approved: ☐ Yes ☐ No
Manager's Name: __________________________
Signature: _______________________________
Date: ______________________

Template 2: Detailed Leave Request Form

This version includes additional fields for a more thorough leave request process.

Leave Request Form

Employee Information:

Full Name: _________________________________________
Employee ID: ________________________________________
Department: _________________________________________
Contact Information: _________________________________

Leave Information:

Type of Leave (tick one):
☐ Annual Leave
☐ Sick Leave
☐ Compassionate Leave
☐ Maternity/Paternity Leave
☐ Other: ___________________________________________
Leave Start Date: __________________
Leave End Date: ____________________
Number of Days: ____________________

Reason for Leave (if applicable): ______________

Supporting Documents Provided (if required):

☐ Medical Certificate
☐ Death Certificate
☐ Other: _____________________________

Approval Section:

Manager’s Name: __________________________________
Approved: ☐ Yes ☐ No
Comments: ________________________________________
Manager's Signature: _______________________________
Date: ______________________

Template 3: Digital Google Form Format

This template can be adapted into a Google Form for online submission.

Google Form Fields:

Employee Information:

Full Name (Short Answer)
Employee ID (Short Answer)
Department (Short Answer)
Email Address (Short Answer)

Leave Details:

Type of Leave (Dropdown):
- Annual Leave
- Sick Leave
- Compassionate Leave
- Maternity/Paternity Leave
- Other
Start Date (Date Picker)
End Date (Date Picker)
Total Leave Days (Short Answer)

Reason for Leave (Paragraph):
[Optional Field]

Manager Approval (Checkbox):
☐ Approved
☐ Not Approved

Upload Supporting Documents (File Upload):

So now you know how to create a leave form. If you are not sure about the form that you create, test it first with your team.

Asses their leave submission experience, take notes and improve. If the leave form is ready, share it with the whole company and inform them of how to submit the leave form.

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