Latest standard leave application forms 2024

Understanding the regulations when writing a leave application is one of the important things for employees, this helps ensure rights and avoid legal risks. In this article, 1C Vietnam will help employees answer questions related to popular leave application forms today.

1. Regular leave application form

Leave application form is usually used in cases where employees take short leave such as: wedding leave, personal leave, funeral leave...

When presenting a regular company leave application form, the preparer needs to pay attention to the following:

• Fill in all the information of the Leave Approval Department; personal information such as name, department, contact phone number. For example: Dear Board of Directors of Company A, Head of Administration - Human Resources Department, Chief Accountant. My name is: Nguyen Minh Duc, Position: Accounting Staff, Accounting Department, Phone number: 0912345678.
• Specify the number of days of leave requested, including the start date and return date. For example: Dear Board of Directors, Head of Administration - Human Resources and Chief Accountant, please give me 1 day off (From July 6 to July 11, 2024).
• Depending on the regulations and size of each company, employees can apply by sending directly, via Email, Zalo, ... or any other form.

Employees can refer to the regular leave application form HERE

2. Application form for annual leave

In many companies or businesses today, employees are allowed to take 12 days off, which means 1 day of paid leave per month per year according to the provisions of the Vietnamese Labor Law. Therefore, if employees intend to use paid leave or want to accumulate leave for other purposes, they need to use the annual leave application form below.

Some notes when presenting annual leave application form such as:

• Fill in all the information about the Leave Approval Department; personal information such as name, department and contact phone number. For example: Dear: Board of Directors of Company B, Administration - Human Resources Department. My name is: Nguyen Duc Nghia, Position: Consultant, Customer Care Department, Phone number: 0912345678.
• The reason for requesting leave must be clearly stated, avoid being lengthy, ensure full information and be convincing. For example: I am going on my honeymoon with my newlywed husband, I would like to ask the Company's Board of Directors for permission to take 5 days off. In addition, employees can negotiate with the company to take annual leave in multiple times or accumulate up to 3 years at a time. When taking annual leave, if traveling by road, water or rail with the number of days going and returning more than 2 days, from the 3rd day onwards, employees will be charged additional travel time.
• The person making the request must clearly state the work to be handed over and the person to whom the work will be handed over.

Employees can refer to the annual leave application form HERE

3. Application for long unpaid leave

This form is often used when an employee has used up their annual leave but needs to take a long unpaid leave due to an emergency or personal matter that needs to be resolved.

Some notes when submitting a request for long unpaid leave :

• Employees need to provide complete information related to the Review Department such as company, agency, unit..., personal information such as name, department and contact phone number. For example: Dear: Board of Directors of Company Z, Head of Administration - Human Resources, Head of Marketing Department. My name is: Nguyen Hai Duong, Position: Digital Marketing Specialist, Marketing Department, Phone number: 0912345678.
• Fill in the reason for leave clearly. The clearer and more reasonable the reason, the easier it is to get the leave approved.
• Employees must clearly state the full name, position, department and personal information of the person replacing the work during the leave.
• Employees need to clearly state the handover tasks. The more detailed this section is, the easier it will be for the replacement to carry out and the permit approval process will be facilitated.

Download the long leave application form HERE

4. Instructions on how to write a standard leave application

Each company will have its own leave application . Therefore, employees need to consult with the human resources department in advance to write a leave application according to the company's prescribed form. In addition, employees also need to pay attention to some of the following rules to write an accurate leave application:

• Employees need to clearly state personal information including: Full name, position, address, phone number and email.
• The leave application must clearly state the start and end dates of the leave.
• Describe the reason for the leave as specifically as possible. If there is an emergency, the employee should state it clearly and offer an apology.
• If employees need to take more time off after the end of their vacation, they should clearly state the time and reason for wanting to take time off.
• Employees need to provide additional contact information in case of need such as: Contact phone number, email address, mailing address...
• At the end of the application, the employee should thank the department that approved the leave application and apologize for any inconvenience caused to the company.
• Employees should familiarize themselves with the company’s leave procedures and ensure that their leave requests follow them. In particular, employees should provide all necessary information and submit their leave requests well in advance of the start date for the convenience of their managers and colleagues.

5. Some latest regulations on leave application

Employees can request leave in different cases, depending on the company's policy and the provisions of the Labor Law. To ensure that the leave request is approved, employees should carefully study the common types of leave, understand the regulations and the cases in which their benefits apply.

5.1 What is the maximum amount of leave in a year?

According to the regulations of each company and the labor law in each country, the number of days of leave in a year will have certain differences. However, according to the Vietnamese Labor Law, each individual employee will enjoy at least 12 days of paid leave each year. In addition, depending on the company's policy and local law, companies can add additional support policies to allow employees to take leave, this is called unpaid leave or compensatory leave.

5.2 When taking leave, am I entitled to social insurance?

When applying for leave, the employee will not receive a salary from the company, but will still pay social insurance. During the leave, social insurance payments will still be calculated based on the employee's basic salary before the leave. This will help ensure the employee's rights if they fall ill or have an accident during the leave period.

If the above situation occurs, the employee can request pension, health insurance or accident insurance according to the law. However, to be eligible for social insurance when on leave, the employee must ensure that he/she meets the conditions for participating in social insurance and the company must also follow the correct procedures for paying social insurance for its employees.

5.3 Regulations on cumulative annual leave

According to the provisions of the Labor Law in Vietnam, employees are entitled to at least 12 days of paid leave per year and can negotiate with the company to take annual leave in multiple installments or cumulative leave for up to 3 years at a time. In some cases, employees cannot use up all their allowed leave days in a year and want to roll them over to use for the following year.

5.4 Will I get paid if I don't take all my annual leave?

According to the provisions of the Labor Law, in case of resignation or job loss without taking all the annual leave days, the company will pay the salary for the days not taken. However, each company will have different policies based on the agreement between the employee and the employer.

In the above article, 1C Vietnam has clearly stated the simple and common leave application forms and some of the latest leave regulations that employees need to know to ensure their rights and limit problems arising during the leave process, as well as avoid legal risks. If you have any questions, please contact 1C Vietnam's hotline 0247.108.8887 for the best support!