Annual Leave Application Form Template (Word, PDF) – Free Download 2026
The annual leave request form template is a form commonly used in businesses, agencies, and organizations. This form set is standardized according to regulations, helping users complete it quickly, accurately, and with all necessary information.
Mục lục
- 1. What is an annual leave request form?
- 2. What information does an annual leave request form include?
- 3. How to fill out an annual leave request form
- 4. When is the annual leave request form applicable?
- 5. Is annual leave paid?
- 6. Download free annual leave request form templates (Word, PDF)
- 7. Tips for managers to quickly approve annual leave requests
- 8. Frequently Asked Questions about Annual Leave Request Forms
1. What is an annual leave request form?
An annual leave request form is an administrative form that employees use to request days off under the annual leave policy stipulated in the Labor Code. This document helps businesses record employee leave requests, ensuring proper work arrangement, staff allocation, and stable operations.
For employees, the form serves as proof of their legal right to take leave; for managers, it is the basis for approving, tracking, and archiving leave history.
2. What information does an annual leave request form include?
A standard, clear, and easy-to-approve annual leave request form usually includes the following sections:
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Applicant’s information: Full name, position, department, employee ID (if any).
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Leave period: Start date – end date, or number of leave days.
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Reason for leave: Annual leave, compensatory leave, personal leave, or personal reasons.
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Work handover person: Name of the person taking over, description of the handed-over tasks.
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Employee’s commitment: Commitment to complete work before/after the leave to ensure progress is maintained.
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Approval from relevant levels: Signature/comments from the direct manager, head of department, and HR department.
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Date of application + employee’s signature.
Providing all this information helps shorten the approval time and creates transparency in HR management.
3. How to fill out an annual leave request form
To
If submitting a hard copy, proactively ask your manager to avoid delays.
Below is a specific annual leave request form sample you can refer to
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[COMPANY NAME] SOCIALIST REPUBLIC OF VIETNAM NO: Independence – Freedom – Happiness ANNUAL LEAVE REQUEST FORM To: – Board of Directors of 1Office Joint Stock Company – Head of Human Resources Department – Head of Product Development Department – My name is: Nguyen Van A – Position: Product Development Specialist – Department: Product Development Department – Address: 3rd Floor, G2 Building, No. 2 Kim Giang St., Hanoi – Phone number: 0834 838 888 I am writing this letter to request the Board of Directors and the Head of the Product Development Department to approve my annual leave for 02 days, from December 12, 2026, to December 13, 2026. Reason for leave: Annual leave as per 1Office’s regulations and to attend to family matters. I have handed over my work to Mr. Nguyen Van B, from the Product Development Department Handed-over tasks: – Monitor the progress of Sprint week 50 I promise to stay fully updated on work matters during my absence. I hope for the approval of the Company’s Board of Directors. Thank you very much! December 05, 2026 Director Head of HR Manager Applicant (Approved) (Confirmed) (State opinion, sign and write full name) (Sign and write full name) |
4. When is the annual leave request form applicable?
The annual leave request form is applied in accordance with the 2019 Law on Annual Leave. Accordingly, an employee who has worked for a business for a full 12 months will be entitled to an annual leave policy with full pay as follows:
- 12 working days for those working under normal conditions;
- 14 working days for the following subjects:
+ Those doing extremely arduous, hazardous, or toxic jobs, or working in harsh living conditions;
+ Underage employees;
+ Employees with disabilities; - 16 working days for those doing particularly arduous, hazardous, or toxic jobs, or working in areas with particularly harsh living conditions.
For every 5 years of continuous work for the company, the employee is entitled to an additional day of annual leave. However, leave regulations are not entirely the same across companies; each company will have its own specific rules.
5. Is annual leave paid?
According to the provisions of the Labor Code 10/2012/QH13, in addition to public holidays and annual leave, employees are entitled to personal leave with full pay each year in certain cases:
- Marriage: 03 days off;
- Child’s marriage: 01 day off;
- Family bereavement (Death of a biological parent, parent-in-law, spouse, or child): 03 days off.
In addition, employees are entitled to 01 day of unpaid leave and must notify their employer in the event of the death of a grandparent or sibling; a parent’s marriage; or a sibling’s marriage.
6. Download free annual leave request form templates (Word, PDF)
For the annual leave request form, you should note the following:
Fill in all information related to the approving department; personal information such as full name, department, as well as a phone number/contact address in case of work-related incidents while on leave.
The reason for the annual leave request should be presented clearly and concisely, avoiding lengthy explanations but still providing sufficient and persuasive information. Employees can arrange with their employer to take their annual leave in several installments or to combine it for a maximum of 03 years at a time.
When taking annual leave, if the employee travels by road, water, or rail and the round trip takes more than 02 days, from the 03rd day onwards, the employee is entitled to additional travel time.
Download the free annual leave request form template here
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[COMPANY NAME] SOCIALIST REPUBLIC OF VIETNAM NO: Independence – Freedom – Happiness ANNUAL LEAVE REQUEST FORM To: – Board of Directors …………………………………. – Head of Human Resources …………………………………. – Head of Department …………………………………. – My name is: ………………………………………………………………………….. – Position: ………………………………………………………………………….. – Department: ………………………………………………………………………….. – Address: ………………………………………………………………………….. – Phone number: ……………………………………………………………………… I am writing this letter to request the Board of Directors and the Head of Department ……………… to grant me leave for a period of ……… days (From ……… to …………) Reason for leave: ………………………………………………………………………………………………… I have handed over my work to ………………………………………, from the department of ……………………………………….. Work handed over: ………………………………………………………………………………………………… I promise to stay fully updated on work matters during my absence. I hope the company’s management will approve my request. Thank you very much! Date ………. Month ………. Year …….. Director Head of HR Manager Applicant (Approved) (Confirmed) (State opinion, sign and write full name) (Sign and write full name) |
7. Tips for managers to quickly approve annual leave requests
To prevent employee leave requests, such as annual leave forms, from taking up managers’ time with compilation, timekeeping, and payroll calculations, you should “Digitize all forms and approval processes” with just one business management software from 1Office.
1Office provides a full range of the most popular form templates, helping staff create requests easily within 1 minute. Notably, the request approval process is fully automated, ensuring all cases presented by clients are handled. The daily worries of the HR department from receiving hundreds of different types of employee requests will completely disappear when companies/businesses use 1Office.
8. Frequently Asked Questions about Annual Leave Request Forms
8.1 Is it mandatory to use a specific annual leave request form as per regulations?
A1: The law does not mandate the use of a fixed annual leave request form. However, companies often specify a standard template to ensure consistency in HR management, making it easier to track, approve, and archive. Employees should use the form issued or approved by the company to avoid having it returned or needing multiple revisions.
8.2 Can the Word file be edited?
A2: Yes, most companies provide the annual leave request form as a Word file so employees can easily fill it out and edit it. You can enter your personal information, leave dates, reason, and a list of handover tasks directly in the Word file before printing or emailing it to the HR department.
8.3 What is the most current version of the form?
A3: The annual leave request form is usually updated periodically by the company. Typically, the latest version is updated annually or whenever there are changes to leave regulations under labor law. Employees should contact the HR department directly to get the latest form and ensure the information complies with the company’s current regulations.
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