Leave Request Form
A Leave Request Form is a document employees use to formally ask for time off work. It records dates and leave types to ensure compliance with the Fair Work Act 2009 and accurate pay.
A standard document used by employees to formally ask their employer for time off. It records the type of leave, dates, and reasons to ensure proper payment and staff coverage.
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About this Document
A Leave Request Form is a vital administrative tool for any Australian business. It serves as the official record of an employee asking to take time off work. While many modern workplaces use digital software or apps for this, a physical or digital form remains a standard requirement for clear communication and record keeping. This document is essential for managing annual leave, personal leave, sick leave, carers leave, parental leave, and long service leave. Under Australian workplace laws, employers must keep accurate records of leave taken and leave balances. Using a standard form helps you meet these obligations. It provides a clear audit trail if there is ever a dispute about leave entitlements or pay. The Fair Work Act 2009 sets out the minimum entitlements for leave. The National Employment Standards (NES) outlines that full-time and part-time employees get 4 weeks of paid annual leave each year. They also get 10 days of paid personal or carers leave. Casual employees get unpaid carers leave and unpaid family and domestic violence leave but do not get paid annual or sick leave. Keeping accurate records is . The Fair Work Ombudsman can inspect these records at any time. If you do not have proper records, you risk hefty fines. You must know how to use this form correctly. You should understand the different types of leave. Annual leave is for holidays and recreation. You should pay this at the base rate of pay. Personal leave, often called sick leave, is when an employee is not fit for work because of illness or injury. Carers leave is when an employee needs to care for an immediate family or household member who is sick or needs help. The employee may need to provide evidence for these types of leave. Evidence might include a medical certificate or a statutory declaration. Your Leave Request Form should have a section to attach this evidence. You must handle the request promptly. When an employee submits a form, you should review it straight away. You must check if the employee has enough leave balance. For annual leave, you can generally refuse the request if it is reasonable to do so. You must consider the needs of the business. If the employee is a key tradesperson on a job site, you might need to refuse the dates if no one else can cover the work. You must tell the employee in writing if you refuse. You should give a reason why. This protects you if the employee claims you denied them unfairly. For sick leave, you cannot refuse the leave if the employee is genuinely unwell. However, you can request evidence. This is where the form becomes useful. It prompts the employee to state if they are providing a certificate. Parental leave is different. It involves a longer process. Employees must give written notice at least 10 weeks before the start date. A specific Leave Request Form helps capture this early notice. It allows you to plan for a replacement worker. This is critical for small businesses and trades where losing a skilled worker for months can impact operations. Long service leave is another area. The rules for long service vary by state. In New South Wales, an employee generally qualifies after 10 years. The request process usually requires more notice than annual leave. A form ensures the employee provides the required details and notice period. You must also consider public holidays. If a public holiday falls during a period of paid leave, the employee must be paid for the public holiday. It does not count as annual leave. Your form should ask the employee to note any public holidays in their dates. This helps with payroll accuracy. The form should also capture details about the employee. You need their full name, job title, and employee ID. You need the dates of the leave. You need the total hours or days they are taking. You need to know if the leave is paid or unpaid. You need a signature line for the employee and the manager. This confirms the agreement. There are strict rules about cashing out annual leave. You can only cash out annual leave if an award or registered agreement allows it. You must have a separate written agreement for each cash out request. You cannot just write cash out on a Leave Request Form. You must ensure the employee keeps a balance of at least 4 weeks after the cash out. Incorrectly managing leave can lead to underpayment claims. These can damage your business reputation and cost a lot of money. The form helps prevent mistakes by standardising the information you receive. It forces the employee to be specific about dates and types of leave. It reduces confusion about whether the time off is paid or unpaid. It is a simple tool that supports good workplace relations. When an employee feels their request is handled professionally and fairly, morale improves. They understand the process. They know what to expect. This reduces the chance of conflict. You should store these forms securely. You must keep them for at least 7 years. This is a requirement under the Fair Work Regulations. You can store them digitally or in paper files. If you store them digitally, you must ensure the data is secure and backed up. You must protect the privacy of your employees. The form contains personal information about their health and family situation. You must handle this according to the Privacy Act 1988. Only people who need to see the information, like payroll or managers, should have access. For tradespeople working on remote sites, a digital form sent via email or a messaging app might be the best option. It ensures the request reaches the office immediately. It provides a timestamped record. This is helpful if a dispute arises about when the request was made. You should train your staff on how to fill out the form. Show them examples. Explain the evidence requirements. Make sure they know the difference between annual leave and personal leave. Clear procedures save time for everyone. They stop small issues from becoming big problems. In summary, a Leave Request Form is more than just paperwork. It is a key part of managing your workforce legally and efficiently. It protects the business and the employee. It ensures you comply with the Fair Work Act 2009. It helps you maintain accurate records for the Australian Taxation Office and the Fair Work Ombudsman. It supports fair and consistent decision making about time off. Every Australian business, regardless of size, should have a clear process for leave requests. This form is the foundation of that process.
Key Facts
- Employers must issue pay slips to employees within one working day of pay day— Fair Work Act 2009 (Cth)
- Full-time and part-time employees get 4 weeks of paid annual leave per year— National Employment Standards
- Employers must keep leave records for at least 7 years— Fair Work Regulations 2009
- Employees can take paid sick or carers leave if they are not fit for work or need to care for a family member— Fair Work Act 2009 (Cth)
- An employer may request evidence for personal leave if the absence is more than 2 consecutive days— Fair Work Ombudsman
- Casual employees are entitled to 2 days of unpaid carers leave per occasion— National Employment Standards
Sources
Required Sections
Employee Information
Captures the personal details of the worker making the request.
Employee Information
Full Name
Write your full legal name here. This must match the name on your tax file number declaration and your employment contract. Do not use nicknames or shortened versions of your name. Accurate records are essential for pay slips and tax reporting under Australian Taxation Office (ATO) requirements. Your employer needs this information to verify your identity against their business records. If you have recently changed your name, you must provide a copy of the legal change of name documentation to the payroll or HR department before submitting this form.
Job Title
Enter your official job title as written in your employment agreement. For tradespeople, this might be a specific classification like Electrician, Carpenter, or Plumber. For apprentices, list your current year level, such as Second Year Apprentice. This section is important because it helps the business determine who is covering your duties while you are on leave. Under the Fair Work Act 2009, your position and award classification dictate your minimum pay rates and leave entitlements. If you hold multiple roles within the company, write down the primary role attached to this leave request.
Employee ID Number
Enter your unique Employee ID number. Every worker on the tools or in the office should have a specific identification number assigned by the business. This number distinguishes you from other employees who might have the same name. It links this request directly to your digital file in the payroll system. This ensures your leave balance is calculated correctly and that your Annual Leave or Personal Leave is paid out at the right rate. If you do not know your ID, check your previous pay slips or ask your site supervisor. Do not leave this field blank.
Providing accurate details in this section helps your business comply with the Fair Work Regulations 2009. It ensures that your leave records are audit ready and correct. Incorrect information can lead to delays in processing your leave or errors in your pay. Take your time to fill this out clearly.
Type of Leave
Identifies the category of leave being requested to ensure correct pay.
Select the type of leave you are requesting from the options below. You must choose one category that applies to your specific situation.
Annual Leave
This leave is for when you take a holiday or just need time off work. Under the Fair Work Act 2009, full-time and part-time employees accumulate 4 weeks of paid annual leave every year based on their ordinary hours of work. You may request this leave at any time, but you should give your employer as much notice as possible. While the Act does not specify a set notice period for taking annual leave, it requires you to be reasonable. Most registered agreements or awards require at least 4 weeks notice. Your employer can only refuse this request if they have reasonable grounds, such as a busy period or staff shortages.
Sick Leave (Personal/Carer's Leave)
Select this option if you are unfit for work because of a personal illness or injury. Full-time and part-time employees get 10 days of paid personal leave per year under the National Employment Standards (NES). This leave accumulates from year to year if you do not use it. If you take sick leave, you may need to provide evidence, such as a medical certificate or a statutory declaration, proving you were unfit for work. You should notify your employer as soon as possible if you are too sick to come to work. If you are a casual worker, you are generally not paid for sick leave, but you may be eligible to take unpaid leave to care for yourself.
Carers Leave
Use this category when you need to take time off to care for an immediate family or household member who is sick, injured, or has an unexpected emergency. This falls under the same entitlements as sick leave within the National Employment Standards. You can take this leave if you are required to care for a spouse, de facto partner, child, parent, grandparent, grandchild, or sibling. You must give your employer notice of the leave as soon as you can. If your employer asks for it, you must provide evidence that shows the leave was taken for carer's purposes. This evidence could be a medical certificate or a statutory declaration.
Unpaid Leave
Choose this option if you need time off but you have no paid leave remaining, or if the leave type does not fit into the standard paid categories. Unpaid leave is available to all employees in Australia, including casuals. Under the Fair Work Act 2009, you can request unpaid leave for specific reasons like community service activities, jury duty, or a family and domestic violence emergency. You can also negotiate unpaid leave for other personal reasons with your employer. Getting this leave requires mutual agreement between you and your employer. You are not entitled to be paid while on this type of leave.
Dates and Duration
Specifies exactly when the leave starts, ends, and the total time taken.
Start Date
Enter the specific day your leave period begins. You must write this as DD/MM/YYYY. For Australian businesses, this date marks the first day you are not rostered to work. Under the Fair Work Act 2009, leave accrues daily, so starting your leave on the correct date ensures your pay balance is calculated accurately. If you start your shift early or late, adjust this date to match your actual roster.
End Date
Record the last day of your leave period using the DD/MM/YYYY format. This includes any days you are rostered off but are taking leave to cover, such as weekends or public holidays. Reference the National Employment Standards (NES) when confirming if public holidays fall within this range. If a public holiday happens while you are on paid leave, you are usually paid for the public holiday rather than using your leave balance for that day.
Return Date
State the first day you will resume work. This is typically the business day following your End Date. Cross-reference this date with your roster or the relevant Modern Award for your industry. For example, construction workers under the Building and Construction General On-site Award 2020 often have specific roster patterns. Ensure this date does not fall on a scheduled weekend off unless you intend to work that weekend. Accurate return dates help employers manage safety inductions or site briefings required for returning workers.
Total Hours/Days
Calculate the total leave amount you are claiming. You must record this in either days or total hours, depending on your workplace system. If you work a standard 38-hour week, one day of leave equals 7.6 hours. If you work varying shifts or overtime, calculate the total hours of the shifts you are missing.
Your enterprise agreement or employment contract may define a standard day differently. Check your specific terms to ensure you deduct the correct amount from your annual leave balance. Submitting accurate hours ensures compliance with payslip requirements outlined in the Fair Work Regulations 2009.
Reason and Evidence
Explains why the leave is needed and notes if medical proof is attached.
Reason for Leave
Please state clearly why you need to take time off. Be specific but concise. If the leave is due to personal illness or a family emergency, describe the nature of the issue briefly. For example, write 'Severe flu' or 'Carer for injured spouse'. If you are taking annual leave, you simply need to state 'Annual recreation leave'.
If your leave relates to a workplace injury, you must indicate this here. This ensures we can manage your claim correctly under the Work Health and Safety Act 2011 and relevant state workers compensation schemes.
Evidence and Supporting Documentation
Australian employment laws require you to provide evidence that proves you are entitled to paid leave. You must tick the box below if you have attached this evidence to your form.
I have attached the following evidence: [ ] Medical Certificate or Doctor's Certificate [ ] Statutory Declaration [ ] Carer's Certificate [ ] Notice of Death or Funeral Notice [ ] Other (please specify): __________________
When you need evidence For personal or carer's leave, the Fair Work Act 2009 states that you must provide evidence that would satisfy a reasonable person. You generally need evidence for absences of more than one day. If you take a single day off, we may still ask for evidence if it happens often.
Medical Certificates A medical certificate must be from a qualified medical practitioner. It must state you are unfit for work and the date or period you are unable to work. Pharmacists can issue certificates for minor ailments, but these are not accepted for all workplace agreements or personal injury claims.
Carer's Leave If you are taking care of an immediate family or household member who is sick or in an emergency, the medical certificate should include the name of the person you are caring for. This is required to meet the standards of the Fair Work Regulations 2009.
Statutory Declarations If you cannot get a medical certificate, you can sign a Statutory Declaration. This is a legal document that states the facts of your absence. You can be charged with a criminal offence if the information is false. This option is useful when a doctor is not available.
Return to Work Plans If your absence is due to a serious injury or long-term illness, please include any Return to Work plan provided by your doctor. This helps us modify your duties and keep you safe on site under workplace health and safety laws.
Manager Approval
Provides space for the employer to approve or refuse the request.
Manager Approval Section
This part of the form is for the business owner or direct supervisor to sign. You must check the roster, look at upcoming jobs, and make sure the site can run safely without the worker for the requested dates.
Decision Please mark one option only.
[ ] APPROVE I approve this leave request. I confirm the employee has enough accrued leave entitlements to cover this absence.
[ ] DENY I do not approve this leave request. The reason for refusal is noted below.
Reason for Denial (if applicable) If you deny the request, you must clearly explain why. Under the Fair Work Act 2009, you can refuse a request if it has a reasonable ground. For trades and small businesses, reasonable grounds usually include the leave being too busy, lack of staff to cover the role, or if the refusal is reasonable based on the nature of the role and the size of the business. Write your reason here so the employee understands the decision.
Manager Declaration By signing below, you confirm that you have reviewed this request against the employee leave records. You acknowledge that payment for this leave will be processed according to the Fair Work Act 2009 and the relevant Modern Award or Enterprise Agreement that applies to this workplace. If this is unpaid leave, you confirm that the employee meets the eligibility criteria set out in the Act.
Manager Name: __________________________________________________________________ Position: ________________________________________________________________________
Signature: _______________________________________________________________________
Date: ____ / ____ / ________
Optional Sections
Payroll Processing
Internal section for the finance team to confirm the leave has been paid correctly.
Payroll Processing
Once the leave request has been approved by the business owner or nominated supervisor, the payroll officer must update the system to reflect the leave dates and adjust the employee's pay.
Recording the Leave Open the payroll software and locate the employee profile. Enter the leave start date and end date exactly as shown on the approved form. The system will usually calculate the total number of leave hours or days automatically. Check this calculation against the employee's ordinary roster to ensure it matches their standard working hours. Do not process leave for hours the employee was not rostered to work.
Verifying Leave Balances Before finalising the pay, check that the employee has enough accrued leave hours to cover the request. This is a requirement under the Fair Work Act 2009. An employee cannot take more annual leave than they have accrued unless you have a written agreement allowing them to take leave in advance. If the balance is insufficient, notify the manager immediately before processing the payment.
Calculating the Payment Rate Australian workplace laws require employees to be paid at their base rate of pay while on leave. This rate must include any leading hand allowances, industry allowances, or shift loadings that the employee would have earned if they had worked the shift. You must review the applicable Modern Award or Enterprise Agreement to confirm which allowances are classified as "allowances that must be paid on annual leave." Do not include overtime or penalty rates in this calculation. For casual workers converting to leave, refer to the Fair Work Ombudsman guide on converting casual loading to annual leave.
Superannuation and Tax Annual leave payments are subject to the usual PAYG withholding tax. Process the tax deduction according to the employee's Tax File Number declaration. Standard annual leave payments are not considered Ordinary Time Earnings (OTE) for superannuation purposes, so you generally do not need to calculate the Superannuation Guarantee on the leave component. However, leave loading is considered OTE in some specific contexts or awards. Check the specific award requirements to ensure compliance.
Finalising the Payrun After entering the details, run a preview of the pay run. Verify that the payslip clearly shows the leave type taken, the dates, the balance before and after the leave, and the payment breakdown. Once confirmed, process the pay as per your standard schedule. Mark the leave request form as "Processed" and file it in the employee records for seven years, as required by the Fair Work Regulations 2009.
Frequently Asked Questions
What is a Leave Request Form?
When do I need a Leave Request Form?
Is a Leave Request Form legally required in Australia?
Can I refuse a leave request?
How much notice must an employee give for annual leave?
What evidence can I ask for on a Leave Request Form?
Do casual employees fill out this form?
How long should I keep Leave Request Forms?
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