Applying for Planned Leaves

We all benefit when planned leaves are handled smoothly — it helps teams stay prepared, ensures fair workload distribution. This quick guide outlines what’s expected from both leave requestors and approvers to keep things running seamlessly.

For Leave Requestors

If you’re planning to take some time off:

Try to submit your leave request at least 14 calendar days in advance.
Use the Leave Request Template (see below) — it helps everyone stay in the loop and plan better. Make sure to include:
- Your leave start and end dates.
- Names of your backup team members.
- Approval from the Line Manager, Project Manager, and Backup team members

Leave Request Template

Please make sure that you have already discussed (verbally) with your Line Manager and Project Manager about your planned leaves for a smoother review process.

To: [email protected]

Subject: [Your Name] - Planned Leaves - [Date/s]

CC: [Line Manager], [Email alias of your project teams], [Backup Team Members]

Hi team,

I’m requesting the following planned leaves:

Day, Date
Day, Date

Below are my currently scheduled proejcts and assignments (during these dates) as well as the designated backups after discussion with [Line Manager] and the respective project managers:

[Project/Assignment Name] - [Back up team member]
[Project/Assignment Name] - [Back up team member]

I’ll make sure that my backup team members are aware of the importance of their presenece during these dates.

Requesting the following members to reply all on this thread with their confirmation/approval or comments:

Line Manager: [Line Manager]
Project Manager: [Project Manager list]
Backup Team Members: [Backup Team Members list]

Thank you for your time and assistance.

Best regards,

[Your Name]

For Leave Approvers

If you’re the one reviewing leave requests:

Aim to review and approve them at least 3 working days before the leave is set to begin.
If you need more time (say, you’re waiting on a client or project update), just let the requestor know the reason and when they can expect a final response.
If the request is still pending 2 working days before the leave start date, the requestor is encouraged to flag it to their functional head and/or HR so it can be addressed in time.