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For a general annual-leave request, start with your employer’s own HR system or form: a generic PDF is only a request template, not approval or a replacement for workplace rules. Official forms are specific to their jurisdictions and worker groups. For example, Australia’s Fair Work Ombudsman provides an Annual leave and long service leave application form; other public-sector systems use different forms.
Official annual leave forms by jurisdiction
Use the form that applies to your employer and workplace. These examples are not interchangeable, and none establishes a universal form for every employee in that country.
| Jurisdiction and workers | Official form or listing | What it establishes |
|---|---|---|
| Australia: employees covered by the relevant workplace arrangements | Fair Work Ombudsman: Annual leave and long service leave application form | Requests annual leave at full or half pay, leave in advance, leave without pay, or long service leave. Includes employee and manager fields, a decision record, and a copy-retention instruction. |
| U.S. federal workforce | Office of Personnel Management forms directory: OPM Form 71, “Request for Leave or Approved Absence” | The directory lists a named federal workforce form. It does not establish that private-sector or state and local workers must use it. |
| Philippines civil service | Civil Service Commission: CS Form No. 6, Revised 2020 (Application for Leave) | The page lists fillable and secured versions under materials for MC No. 05, s. 2021. It is a civil-service form, not a universal private-sector template. |
| Kenya public service | Ministry of Public Service annual leave form | Provides routing through public-service offices and says to submit at least 30 days before leave starts. That deadline and routing apply to this form; they are not general rules. |
What to include in an annual leave request
If your employer does not provide a required form, these fields make a general employee-to-manager request easier to review and record. Adapt them to the employer’s process rather than treating this list as a prescribed legal form.
- Employee details: name, position or team, and employee number or contact details if your employer uses them.
- Leave category: annual leave, plus any workplace-specific distinction such as full pay, half pay, or leave in advance, if applicable.
- Dates and amount: first and last day requested, last day at work, expected return date, and the number of working days or hours requested.
- Comments: optional notes needed to clarify the request or distinguish multiple leave types. Avoid including sensitive personal information unless there is a genuine need.
- Employee attestation: signature or electronic confirmation and submission date.
- Manager decision: approved or not approved, manager’s name, signature or electronic record, decision date, and a reason where appropriate.
- Record keeping: a copy or confirmation for the employee and the employer’s record.
How to count the requested days
Enter dates unambiguously and follow your employer’s counting method. The Australian Fair Work Ombudsman form asks for the last day of work, return-to-work date, and total working days off; for that form, it instructs applicants not to count RDOs, public holidays, or substituted days in the total. That convention belongs to the Australian form, so do not assume it applies to another employer or jurisdiction.
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Check the process before submitting
- Find the required channel: check your employer’s HR system, policy, contract, applicable award or registered agreement, or ask HR or your manager whether a specific form is required.
- Confirm notice and leave details: verify the required lead time, leave category and balance, and how part-days, public holidays, or scheduled days off are counted.
- Submit before making plans that depend on approval: a form records a request; it does not itself authorize time away from work.
- Keep a copy and check for a decision: save the submission or confirmation and wait for approval or refusal to be recorded through the employer’s process.
Australian annual leave rules are not universal
For Australia, the Fair Work Ombudsman says employees need to request annual leave before taking it. The process is often set by an award, registered agreement, company policy, or employment contract, and an employer can refuse a request only if the refusal is reasonable. The Ombudsman also says that, where employee and employer agree, there is no minimum or maximum amount of annual leave that can be taken at one time; it can range from part of a day to weeks. These are Australian Fair Work statements, not rules for other countries.
The Fair Work Ombudsman’s form states: “You cannot unreasonably refuse an employee’s request to take paid annual leave.” It also tells employers to advise employees whether proposed leave is approved and to keep a copy of the form. The form is available at the Fair Work Ombudsman forms page.
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