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Form

Form for a request to carry over holiday

Form for a request to carry over holiday

Last Modified
Previously modified
If an employee wishes to make a request to carry over their holiday entitlement to the next holiday year they should be given this form to complete. The form records information such as the number of days they would like to carry over and the reasons why they have not used their full entitlement in the current holiday year. There is also space to record the line manager’s response to the request and the reasons for refusing the request if this is the case.
Form for a request to carry over holiday

Holiday request form

Holiday request form

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Previously modified
This is a form that employees can fill out to request to take a number of hours or days off as annual leave.
Holiday request form
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Letter

Letter to an employee who failed to return to work after a period of holiday

Letter to an employee who failed to return to work after a period of holiday

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Previously modified
This letter states the dates of agreed annual leave and asks the employee why they did not return and why they have not been in touch. The letter reminds the employee of the company absence policy and warns them that they may not be paid for this period of absence and that a failure to follow the absence policy could result in disciplinary action.
Letter to an employee who failed to return to work after a period of holiday

Follow up letter if employee does not get in touch after failure to return from holiday letter

Follow up letter if employee does not get in touch after failure to return from holiday letter

Last Modified
Previously modified
This template letter can be used to write to an employee who has failed to return to work from annual leave, warning them that their employment will be terminated if they have not justified their absence by a specified date.
Follow up letter if employee does not get in touch after failure to return from holiday letter

Letter confirming unpaid leave during shutdown periods due to insufficient holiday allowance

Letter confirming unpaid leave during shutdown periods due to insufficient holiday allowance

Last Modified

Where the internal holiday policy contains a mandatory shutdown period, this letter can be used to confirm that an employee will receive unpaid leave where they do not have sufficient annual leave remaining to cover this. The letter also confirms when this will reflected in their pay to avoid any uncertainty.

Letter confirming unpaid leave during shutdown periods due to insufficient holiday allowance

Letter for employee to request holiday entitlement is reinstated due to sickness whilst on holiday

Letter for employee to request holiday entitlement is reinstated due to sickness whilst on holiday

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Previously modified
Employees can use this letter template to request that the stated amount of holiday entitlement is reinstated due to sickness whilst on holiday. The letter outlines the dates the employee was on holiday, the dates of their illness and confirms that they contacted their manager on the first day of their sickness and provided a self-certificate/GP fit note in line with the company policy.
Letter for employee to request holiday entitlement is reinstated due to sickness whilst on holiday

Letter for employer to respond to employee request to claim back holiday entitlement if sick during annual leave

Letter for employer to respond to employee request to claim back holiday entitlement if sick during annual leave

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Previously modified
This letter template should be used to respond to an employee’s request to have holiday entitlement reinstated due to sickness whilst on annual leave. The letter outlines the reasons why the employee’s request has been granted or declined.
Letter for employer to respond to employee request to claim back holiday entitlement if sick during annual leave

Letter to employee providing notice of compulsory holiday to use up holiday leave entitlement

Letter to employee providing notice of compulsory holiday to use up holiday leave entitlement

Last Modified

Where an employee has not used their holiday leave entitlement, this template letter can be used to provide notice to the employee that they are being provided with compulsory annual leave to ensure they are provided with the opportunity to take their statutory leave.

Letter to employee providing notice of compulsory holiday to use up holiday leave entitlement

Letter from employer to employee informing them of requirement to take leave on specified dates

Letter from employer to employee informing them of requirement to take leave on specified dates

Last Modified
Previously modified
Use this letter to notify employees of planned office closures for which they will need to take annual leave. The letter notifies employees that this leave will need to be taken from their annual leave and that it is their responsibility to ensure they save sufficient days from their annual leave.
Letter from employer to employee informing them of requirement to take leave on specified dates

Letter to employees at start of holiday year confirming leave entitlement

Letter to employees at start of holiday year confirming leave entitlement

Last Modified

Use this template letter to remind your employees of their annual leave entitlement at the start of a new leave year. The letter encourages employees to book their annual leave and reminds them of the organisation's rules on carry over of leave.

Letter to employees at start of holiday year confirming leave entitlement

Letter notifying employee of requirement to take holidays during notice period

Letter notifying employee of requirement to take holidays during notice period

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Previously modified
This letter states the amount of annual leave remaining and gives the employee notice that they must take leave during their notice period. The letter has optional clauses outlining how the employee must use the annual leave, covering whether they will be paid in lieu or must use the leave instead of having a notice period.
Letter notifying employee of requirement to take holidays during notice period

Letter responding to a request to be paid in lieu of annual leave

Letter responding to a request to be paid in lieu of annual leave

Last Modified
Previously modified
Last Published: 18 Sep 2017
 
This template letter can be used to respond to a request from an employee to be paid in lieu of annual leave. The letter contains options to grant the request, refuse the request and offering to carry over annual leave instead of payment in lieu, with an explanation for each.
Letter responding to a request to be paid in lieu of annual leave

Letter responding to a request to carry over annual leave

Letter responding to a request to carry over annual leave

Last Modified
Previously modified
This template letter can be used to respond to a request from an employee to carry over annual leave into the next holiday year. The letter contains options to grant the request, refuse the request and the agreement to carry over a maximum of one week annual leave, with an explanation for each.
Letter responding to a request to carry over annual leave

Policy

Buying and selling holiday policy

Buying and selling holiday policy

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Previously modified
This policy covers the law relating to holiday entitlement, reasons for taking holiday, calculating the value of a day's holiday, procedure for buying and selling holiday and appealing a decision.
Buying and selling holiday policy

Duvet day policy

Duvet day policy

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Previously modified
This policy covers giving notice of a duvet day, special conditions and what happens in the event of termination of employment.
Duvet day policy
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Holiday policy

Holiday policy

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Previously modified

This policy covers the law, holiday entitlement, payment during holiday, holiday year, shutdown periods, carrying holiday forward, pay in lieu of holiday, booking holiday, cancelling holiday, sickness during holiday, holiday entitlement if an employee leaves during the holiday year, new starters, holidays during school holiday time and working on public holidays.

Holiday policy
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Christmas holiday policy

Christmas holiday policy

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Previously modified

This policy can be used to confirm the specific rules which apply to holiday during the Christmas period. The policy outlines which period this applies to, whether the organisation is open or closed on public holidays and whether there is a mandatory shutdown or not, including how this affects holiday entitlement.

Christmas holiday policy