Documents
Ready-made and fully up-to-date employment documents that cover all your personnel dealings

< Go back

Time off and holidays (25)

Client handover sheet
Use our client handover sheet to facilitate arranging cover for annual leave. It provides all the essential information about the client and the work that's being done for them, so that another employee can easily pick up the file during the holidaying employee's absence.A SMOOTH HANDOVERIf an employee... Read more
DOWNLOAD
Type: Form
Compassionate leave rejection letter
You're entitled to reject an employee's request for compassionate leave, unless it falls within the circumstances covered by the statutory right to unpaid time off for dependants. If you do so, use our letter to help set out your reasons.Time off for dependantsUnder statutory provisions employees are... Read more
DOWNLOAD
Type: Letter
Deferral of jury service letter
You can use our deferral of jury service letter to write to the court in support of an employee's application for deferral of jury service, or to be excused from jury service, where the reasons for the application are work-related. However, it's the employee who must make the actual application and there's... Read more
DOWNLOAD
Type: Letter
Failure to return from holiday letter
If an employee fails to return from holiday on time and you're unable to make contact with them by telephone to establish what's going on, write asking them to clarify whether or not they have resigned and, if not, warning them that unauthorised absence is a serious disciplinary offence. Unauthorised... Read more
DOWNLOAD
Type: Letter
Holiday request form
It's important that employees know how they should request annual leave. Having a formal system in place which involves the employee completing a holiday request form means that everyone knows where they stand in terms of whether annual leave has been granted or not.Annual leaveYou should ensure you... Read more
DOWNLOAD
Type: Form
Letter confirming a career break
If you grant an employee time off work for a career break or sabbatical, you should confirm the provisions relating to it in writing, even if you already have a policy in place governing the situation. In particular it's important to confirm the situation regarding the employee's contract of employment... Read more
DOWNLOAD
Type: Letter
Letter declining a career break
If you refuse to grant an employee time off work for a career break or sabbatical, you should ideally confirm your position in writing, even if you already have a policy in place which sets out the grounds on which you can decline an application. Use our letter to set out your reasons for rejection of... Read more
DOWNLOAD
Type: Letter
Letter explaining time off for fertility treatment
There's no statutory right to time off for fertility appointments but don't treat them any less favourably than other medical appointments. Our letter assumes you'll grant at least some time off and thereafter the employee can apply for paid annual leave. When undergoing IVF, the employee is classed... Read more
DOWNLOAD
Type: Letter
Letter proposing a change of holiday year
If you want to change your holiday year, you'll need to consult with your staff using our letter, with a view to obtaining their agreement. Our letter suggests transitional arrangements under which the changeover holiday year will either be longer or shorter than the normal twelve months, resulting in... Read more
DOWNLOAD
Type: Letter
Letter recrediting holiday
Use our letter when an employee falls sick either just before or during a period of pre-booked annual leave and they've both complied with your sickness absence reporting procedures and produced relevant evidence of their incapacity. It recredits their annual leave and instead classifies their absence... Read more
DOWNLOAD
Type: Letter
Letter rejecting holiday request
There are many reasons why you might need to reject an employee's paid annual leave request, even if they've given you sufficient notice of their proposed days off. In this situation, you should always explain why it's not possible to accommodate it. Our letter rejecting annual leave request allows you... Read more
DOWNLOAD
Type: Letter
Letter rejecting request for a sabbatical
 Letter rejecting request for a sabbaticalAlthough sabbaticals are growing in popularity, you don't have to accept a request for this type of leave. If doing so will leave your business short-staffed, or incur significant costs elsewhere, it should be declined. Use our letter rejecting request for a... Read more
DOWNLOAD
Type: Letter
Letter rejecting time off for elective medical procedure
Use our letter to reject an employee's request for time off to undergo an elective medical procedure, such as breast augmentation or liposuction. Unless you contractually provide for time off work in this scenario, you're perfectly within your rights to do this. Our letter advises the employee to use... Read more
DOWNLOAD August 2019
Type: Letter
Letter rejecting time off for religious festival
Use our letter to reject an employee's request for special time off for a religious festival or holiday. Unless you contractually provide for time off work in this situation, you're within your rights to turn the request down, provided you act consistently across all of the religions. Our letter advises... Read more
DOWNLOAD
Type: Letter
Notice to take holiday
From time to time, you may wish to require an employee, or group of employees, to take annual leave on dates that you've selected. Use our notice to enable you to do this on an ad hoc basis throughout the holiday year, whether that's to accommodate a workplace shutdown, because the employee has taken... Read more
DOWNLOAD
Type: Letter
Notice to take holiday during notice period
Our notice can be used to require an employee to take some, or all, of their remaining annual leave entitlement during their notice period on resignation or dismissal. As well as removing them from the workplace, it limits what you'll need to pay them in respect of outstanding holiday pay on termination... Read more
DOWNLOAD
Type: Letter
Reminder to take holiday
To be able to rely on statutory provisions enabling accrued but untaken annual leave to be lost if it's not taken in the current holiday year, you must have given your workers the effective opportunity to take that annual leave and this includes actively encouraging them to do so and diligently warning... Read more
DOWNLOAD
Type: Letter
Reply to request to carry over holiday
Our letter exceptionally approves the carrying over of some of the employee's unused annual leave entitlement from one holiday year to the next. Holidays policy provisionsOur Holidays Policy is clear that employees can't carry their annual leave entitlement over into the next holiday year unless there... Read more
DOWNLOAD July 2019
Type: Letter
Request to buy or sell holiday form
Where you have implemented a policy enabling staff to potentially buy or sell a proportion of their annual leave entitlement, issue our form to them to enable them to put in their requests for the forthcoming holiday year. Set an annual deadline for receipt of applications.Key provisionsThe detailed... Read more
DOWNLOAD
Type: Form
Request to carry over holiday form
If, at your discretion, you occasionally allow employees to carry over their unused annual leave entitlement from one holiday year to the next, you can ask them to first complete our request to carry over holiday form.No contractual rightOur Holidays Policy is clear that employees must use all of their... Read more
DOWNLOAD
Type: Form
Response to request to cancel or amend holiday
Where an employee has had their request for annual leave approved but then they subsequently request to either cancel it completely or amend their leave dates, use our letter to reply to them. It includes five response options. Statutory rightsUnder the Working Time Regulations 1998, workers are entitled... Read more
DOWNLOAD
Type: Letter
Special leave request form
Employees have a number of statutory rights to take time off work for various reasons, but there's no entitlement to simply take "special leave". It's important to keep a log of time taken off work to ensure that the statutory provisions, or your goodwill, are not being abused.Time off workThere's currently... Read more
DOWNLOAD
Type: Form
Time off for jury service letter
Use our letter confirming time off for jury service to set out the position on pay during their absence. Juries Act 1974Under the Juries Act 1974, individuals may be required to carry out jury service if they are at least 18 years old and not over the age of 75 on the day they start their jury service,... Read more
DOWNLOAD
Type: Letter
Time off in lieu form
Use our time off in lieu form to enable your employees to keep records of all time off in lieu accrued and then taken. Ensure they are aware that the form needs to be countersigned by their line manager each time that time off in lieu (TOIL) is either accrued or approved to be taken.Record-keepingWhere... Read more
DOWNLOAD
Type: Form
Unauthorised absence letter
If an employee fails to report for work without explanation and you're unable to make contact with them by telephone, write to them asking them to clarify whether they have resigned and, if not, warning them that unauthorised absence is a serious disciplinary offence. Don't just assume they've resigned... Read more
DOWNLOAD
Type: Letter