Leave Request Form Template (Word, PDF) – Free Download 2025

10/05/2026

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A leave request form is a commonly used form in businesses, agencies, and organizations. This set of forms is standardized according to regulations, helping users complete it quickly, accurately, and with all necessary information.

1. What is a leave request form?

A leave request form is an administrative form used by employees to submit to their manager or the Human Resources department to request time off from work for a specific period. This is an important basis for businesses to track workdays, arrange for replacement personnel, and ensure that operational processes are not interrupted.

In a professional work environment, the leave request form is standardized according to internal regulations to ensure:

Transparency in the approval process.
Proper record-keeping according to HRM procedures.
Reconciliation of work and leave data for calculating salaries and bonuses.

Whether it’s for annual leave, sick leave, marriage leave, or personal leave, the leave request form is still a mandatory procedure at most businesses.

2. What information does a leave request form include?

A standard leave request form typically includes the following main sections:

Personal information of the requester

Full name
Position
Department/Division
Contact phone number

This information helps the HR department easily verify and process the request.

Leave period

Number of leave days requested
Specific dates: from… to…

This is an important section for the business to manage its personnel planning.

Reason for leave

This could be annual leave, personal leave, sick leave, maternity leave, marriage leave, etc.
Clearly stating the reason helps management review the request appropriately and validly.

Work handover information

Person receiving the handover
Detailed content of the work being handed over

This ensures that work is not interrupted during the employee’s absence and demonstrates professionalism and responsibility.

Commitment of the requester

A commitment to update on progress upon return or to ensure that work has been fully prepared before the leave.

Signatures and confirmation

Requester
Direct manager
Human Resources Department
Board of Directors (if required by company policy)

The signature sections serve as official approval.

3. How many days of annual leave are employees entitled to?

According to the 2012 Labor Code, an employee who has worked for a business for a full 12 months will be entitled to annual leave with full pay as follows:

12 working days for employees in normal working conditions;
14 working days for:
- Employees in arduous, hazardous, or dangerous jobs or those working in places with harsh living conditions;
- Underage employees;
- Employees with disabilities;
16 working days for employees in particularly arduous, hazardous, or dangerous jobs or those working in places with particularly harsh living conditions.

In addition, for every 5 years of continuous service with the company, the employee is entitled to an additional day of annual leave.

4. In which cases can employees take leave with full pay?

According to the provisions of Labor Code 10/2012/QH13, in addition to public holidays and annual leave, each year, employees are entitled to personal leave with full pay in certain cases:

Marriage: 03 days off;
Child’s marriage: 01 day off;
Death of a biological parent, parent-in-law, spouse, or child: 03 days off.

Additionally, employees are also entitled to 01 day of unpaid leave and must notify their employer upon the death of a grandparent or sibling; a parent’s marriage; or a sibling’s marriage.

5. How to fill out a leave request form

For your leave request form to be approved quickly, you need to fill it out completely, accurately, and according to regulations. Below are detailed instructions for each section of the form:

Header and Recipient Information

Company Name: Enter the full name as stated in the business license (e.g., 1Office Joint Stock Company).
To: List the relevant levels according to company policy, which usually includes:
- Board of Directors
- Head of Human Resources
- Direct Manager/Head of Department

Note: Write the correct job titles to ensure the approval process runs smoothly.

Personal Information of the Applicant

You need to fill in the following:

Full Name: Write as it appears on your ID card.
Position: E.g., Marketing Staff, Software Engineer, HR Specialist.
Department: The department you are working in (E.g., Sales Department, Product Department…).
Contact Address: Your registered or current residential address.
Phone Number: Your mobile number for HR or your manager to contact you if needed.

Leave Period

This is the most important section; you need to:

Clearly state the number of leave days (e.g., 2 days).
Specify the exact dates from… to…
If taking a half-day leave, specify: morning/afternoon leave on [date]…

Reason for Leave

You should state the reason concisely, clearly, and accurately. Some common reasons include:

Annual leave
Sick leave (with or without a medical certificate)
Personal leave
Marriage leave
Leave to take a family member to a medical appointment
Maternity/Paternity leave or childcare leave

You should not write overly general reasons like: “Busy,” “Personal matters” (unless the company allows it).

Work Handover

You need to specify:

Name of the person receiving the handover (a colleague in the same department or as assigned by the manager).
The tasks that have been handed over, including:
- Ongoing tasks
- Deadline for each task
- Current status (completed, in progress, needs assistance, etc.)

The more clearly you fill this out, the faster the approval will be.

Applicant’s Commitment

You just need to write according to the template:

“I hereby confirm that I have fully handed over my work and will update on the progress upon my return.”

This section demonstrates responsibility and professionalism.

Confirmation Signatures

The form will have 4 signature sections:

Requester (you)
Direct Manager
Head of Human Resources
Board of Directors (if required by company policy)

You just need to sign your part and forward it to the relevant parties for their approval signatures.

Review the form before submitting

Before submitting, you should review:

The leave dates are correct – no mistaken days
Valid reason
Clear work handover
The form is presented neatly, without abbreviations

6. Leave Request Form Template for Businesses

You can download the free leave request form template [Latest 2025] here