As you start your journey into the working world and building up your commitments to your job, you are entitled to a paid annual leave. You are allowed at least a minimum of 12 days of paid holiday leave every year. Given you have the right to utilise your annual leave, what happens when you request for a day off and are told it won’t be approved? Employers have every right to decline your annual leave request where they have a business reason to do so. You might even face a situation where you are limited to take holiday leave at a certain period.

There are also restrictions where there is a limit to the length of how many annual leaves to prevent employees from having long periods of absence in the office. Moreover, festive or school holidays restrictions are enforced to stop employees from taking annual leave. For example, taking annual leave during the lead up to Hari Raya. Most employers would generally place a limit on how many workers from each department are able to take leave while ensuring the service levels are still properly maintained. The restriction is more notable on smaller departments where there are fewer employees to manage the workplace duties.

 

What should you do?

If your annual request annual leave is not approved, ask the reasoning behind it. If you think that they did not truly understand the significance of the leave you have taken, you should explain it. Generally, there is a legitimate reason for your leave request to be rejected. A good way to explain is to ensure that any pending has been taken care of and there will be no obstructions to the workflow.

 

Why you should have a document for a leave request?

Producing a document for a leave request application is important if you are planning to be out of the office for good reasons and thus legalises your absence. Having the documentation in writing form can help preserve your rights and the rights of your employers in the situation of disagreement. If anyone in the future ask why you were not at work during that period, you can provide proof that you have officially applied for leave and it has been approved. In an organisation, annual leave procedures generally go through multiple people who are involved with the process of approval.

Planning for your trip before applying for your annual leave

If you have planned your trip, then you will need to start considering the following aspects before you even consider requesting for annual leave.

Business matters: If you are taking leave during the period where your presence is important in the office, it is important to plan ahead of the gap that your departure will create. Even if you have every right to take leave does not mean you can go on any trips whenever you choose to. Prioritise your options and be reasonable with your decision especially if the business matters require you to be involved.

Getting a replacement: Make sure there is a co-worker that is capable to cover for you while you are away or ensure all the important work matters sorted beforehand.

Provide notice period: Give your manager a heads up so they may have sufficient time to plan things ahead before your absence.

Insufficient leave day balance: If you are planning to take extra day offs without sufficient balance annual leave, chances are your leave request may be rejected. Alternatively, you can unpaid leave if it’s necessary, so consider your options before you apply.

Key points you need to include in your leave request:

  • The type of leave
  • The reason for the leave
  • Start date
  • End date
  • Last day in the office before going on leave
  • First day in the office after returning from leave
  • Number of days of your leave
  • Number of actual working days
  • The name and position of the person who will be covering for you
  • Emergency number to contact
  • Outline of the work will be handled while you are absent
  • Supporting documents if required such as a medical certificate for sick leave.

 

What to do after your leave has been approved:

  • Write down any key details related to your job that is easy to read and understand. This would be helpful for your co-worker that will be taking over your place when you are on leave.
  • Compose an email to your colleagues and clients in regards to your leave. Include your leave dates, contact details of people who will be taking your place in your leave and your emergency contact number.
  • Remember to set an auto-reply message. “I will be away from the office starting (Starting Date) through (End Date) returning(Date of Return). If you need immediate assistance during my absence, please contact (Contacts Name) at (Contacts Email Address). Otherwise, I will respond to your emails as soon as possible upon my return.”

What will you do if your manager not approved your leave? Leave us your thoughts or suggestions on the comment sections below. Head over to Jobstore.com and unveil your next job opportunity.


You Jing is a content writer who writes career and lifestyle contents to inspire job seekers and employers alike on their journey to work-life balance, empowerment and transformation in their career path.

Reach me at youjing@jobstore.com

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