How to take time off from work and write an application for time off

Do you urgently need a day off, but are you afraid that your boss might refuse? Open this article and get comprehensive information on obtaining time off and a complete legislative overview of this issue as of 2021.

Time off is the right of an employee to receive an extraordinary day off, for example, at his own expense. There may be several reasons for taking time off from work. The main thing is to correctly draw up and know exactly how to write an application for time off for previously worked time, at your own expense or on account of the vacation. Let's look at the basic rules and features of writing a sample application for time off.

Application for time off for previously worked time

According to the Labor Code, the concept of “time off” is not legally approved. However, in colloquial speech this term is used in relation to a day off, which is granted to an employee of an organization for previously worked time or for other reasons.

If a company employee worked overtime, on a weekend or holiday, then at the required time the person has the right to take a day off to account for the time worked or receive monetary compensation.

According to the law, the employee has the right to discuss with the employer in advance the time of rest.

In the event that an employee wishes to write a statement for family reasons on account of previously worked days, a document must be submitted to the manager for signature. Without writing a sample application, it is impossible to legally take time off, since a day off will be considered absenteeism.

Sample application for time off for previously worked time -

Time off according to the Labor Code of the Russian Federation

The legislation of the Russian Federation, in particular the Labor Code (LC RF), does not contain the concept of “time off”. This term can, rather, be classified as colloquial, which in a broad sense means the absence of an employee from the workplace, which is subject to work or has already been worked. Despite the fact that the term “time off” is not found in legislative and regulatory acts, the Labor Code of the Russian Federation discloses a similar concept in Art. 153, which implies that, at the employee’s will, he may be given time to rest on another working day, instead of an already worked day off.

The concept of “time off” also means a day of rest “on account” of the annual leave, or leave without pay for 1 day.

Art. 106-107 of the Labor Code of the Russian Federation contain information that vacation is one of the types of rest time, expressed in days or hours, when the employee is completely relieved of his work duties.

According to Art. 128 of the Labor Code of the Russian Federation, for family reasons and other compelling reasons, an employee, by his personal written expression of will, may be granted leave without pay for a period of time determined by mutual agreement between the boss and the employee.

Application for family reasons

Time off for family reasons can be taken out in cases provided for by the Labor Code of the Russian Federation. Persons who have continuous work experience at their main place of work for more than 6 months can take a few days or a couple of hours off for family reasons in order to receive time off.

Example of providing a day off (one or more):

• in case of birth of a child;
• if a wedding day has been set;
• death of close relatives.

A worker who has not worked for six months at an enterprise does not have the right to an extraordinary day off.

The law provides for 3 categories of persons who can take time off until the end of their six-month work experience:

• pregnant women;
• parents of children under 3 months (adopted or natural);
• minors.

For family reasons, time off may be granted for a period of 1, 2, 3 or more days, but not more than 5.

Sample application for leave for family reasons -

Documents to confirm the valid nature of the leave

Supporting documents are papers provided to your superiors after the fact, when you have already gone on vacation and have undertaken to officially confirm the reason for going on vacation.

The employer may require the following supporting documentation.

Table 3. List of supporting documentation

Sample marriage certificate

Application for time off at your own expense - reasons for writing

Persons who do not have overworked hours or days, or whose annual leave has already passed, have to take days off at their own expense. Then the employee can write an application addressed to the director of the organization to provide 1 - 4 or more days at his own expense, i.e., without pay.

To obtain management permission, the employee must indicate an objective reason for the time off.

For example, you may need a day off or half a day to attend a court summons, a wedding of close relatives, a doctor, a child’s performance, etc.

An employee can even ask for a few hours for family reasons at his own expense. The manager may release the employee based on the application or, conversely, prohibit him from taking time off.

The grounds for prohibiting permission to take time off may be:

• rush job;
• lack of replacement for the employee;
• biased reason, etc.

If a half-day or full day of leave is approved, an official order authorizing the time off is issued.

Sample application for time off at your own expense for one or more days -

Sample application form at your own expense -

According to the law, a day off can be issued on the same grounds as with a paid additional day off - the birth of a child, the death of loved ones, a wedding (your own or close relatives).

When can I write?

Art. 128 of the Labor Code of the Russian Federation describes specific family circumstances, in the event of which, at the initiative of the employee, leave without pay is granted for five days:

• the birth of a baby;
• registration of relations in the registry office;
• the death of a close relative - a sample application for time off due to death.

A person may also have other circumstances. For example, forced departure or caring for a sick family member.

Important! If, for the reasons specified in Article 128 of the Labor Code of the Russian Federation, the employer cannot refuse a person, then in the presence of other circumstances, it is the employer’s personal business to give the go-ahead for a day off or not.

Unless, of course, the employee belongs to a preferential category of citizens who are entitled to time off by law. These include:

• pregnant women,
• minors,
• disabled people – up to 60 days per year,
• pensioners – up to 14 days per year,
• WWII participants – up to 35 days per year.

The organization cannot refuse these categories of citizens; the labor law protects their interests and rights. If they violate them, the employer can be held liable.

The reason “for family reasons” is the most widely used wording when writing applications for extracurricular leave. However, often the employer requires a specific reason. Therefore, it is recommended that before writing an application, you verbally discuss the conditions of the day off and outline the reasons for its need with the employer.

How to apply correctly?

Labor legislation does not contain the concept of “time off”. It refers to one of the cases:

• leave without pay;
• days of rest on account of overtime;
• days of rest towards future vacations.

Therefore, before writing an application, it is necessary to stipulate the conditions for providing days of rest with the employer orally.
After which you can begin writing an official statement. The law does not establish a specific application form. It is compiled arbitrarily: by hand or in printed form. However, there are mandatory points of such documentation:

• in whose name the application is written;
• position and full name of the applicant;
• Title of the document;
• a direct request for time off with dates and reasons;
• date, signature and transcript of the applicant.

Sample for vacation at your own expense:

General Director of JSC Moroz

Kozlov V.S.

From a warehouse worker

Barankina Yu. A.

Statement

According to Art. 128 of the Labor Code of the Russian Federation, I ask for leave without pay from May 10 to May 15, 2021 for family reasons (in connection with the birth of a son).

05/03/2019 Signature Barankin Yu.A.

Sample for time off for overtime work:

To the Director of Maximum LLC

Agafonov P.R.

From the sales manager

Murzina K. O.

Statement

According to Art. 152 of the Labor Code of the Russian Federation, I ask you to provide me with time off on June 6 and 7, 2019 for work on the weekends of January 1 and 2, 2021.

06/05/2019 Signature Murzin K. O.

Example for weekends on account of future vacation:

To the head of Cosmos LLC

Solovyov A. A.

From the seller

Ivanova O. I.

Statement

I ask you to provide the days off on May 23 and 24, 2021 for the next next vacation.

05/22/2019 Signature Ivanov O.I.

The last option is the most beneficial for working citizens. However, in design it is more complex. To provide time off towards future vacations, a number of statutory standards must be met.

Download samples

Download an application for time off for a few hours (half a day) for family reasons - word.

Sample for time off due to marriage – word.

Sample in connection with the death of a relative – word.

Sample at the birth of a child - word.

For health

If a person gets sick, it is recommended to simply go to the doctor and take a sick leave. However, sometimes feeling unwell can be temporary and the person just needs a day to rest.

When an employee trusts the manager, he can simply call and agree on a day off with further work, indicating his current poor health.

If there is mistrust in the relationship with the employer, it is better to write a statement. There is no special form for such a document, so you can write it freely.

The structure of an application for a day off due to health reasons will be identical to the above examples. The only difference will be in the text.

Health sample:

To the head of Cosmos LLC

Solovyov A. A.

From the seller

Ivanova O. I.

Statement

I request a day off on June 5, 2021, without pay due to health reasons.

06/05/2019 Signature

Ivanova O. I.

Another reason for needing one day or several hours of rest may be the need to visit a doctor, such as a dentist. You can agree with management personally about absence from work for some time. If this is not enough, an official statement is written, a sample of which can be seen below.

If the doctor provides a confirmation certificate, it must be attached to the application.

applications for time off to visit a doctor – word.

How to ask for a few hours?

If the employee does not need time off for the whole day, but only 3-4 hours is enough, it is easier to verbally warn about the absence and work off this time later.

With hourly wages, the employer will simply pay wages for the time the person actually worked.

However, there are cases that employees are afraid to take their word for it and write a statement even for a few hours of absence from the workplace. This is not prohibited by law and will be considered a valid reason for absence.

The application form will be no different from the document on release from work for the whole day. The text simply additionally indicates the specific time of absence. Let’s say: “I ask you to let me go from work on May 13, 2021 from 09 to 12-00 for personal reasons.”

applications for time off for 2 hours – word.

Application for a day off on account of vacation

A sample application for a day off on account of vacation is written if there are still days off. It is impossible to arrange time off in advance, with subsequent working days, since working off is not provided for by law. Such time off is paid and can last no more than 14 days. Since the main vacation is 28 calendar days, the main part must be at least two weeks. The rest can be divided into 1, 2, 3, 4 or more days at the request of the employee, in agreement with management.

The day off due to vacation is provided with continued pay. The application is accepted by the manager, who can grant or deny time off.

Sample application form for time off on account of vacation -

Vacation at any time: who can get it?

The law designates certain categories of workers who can demand leave without pay from their superiors at any time of the year, when it is convenient for them, and go on it. The period of time off provided in this case will range from 2 weeks to 2 months.

This list includes:

• participants of the Great Patriotic War;
• citizens who have reached retirement age and continue to work;
• persons with officially confirmed disabled status who have also not left work;
• husbands, wives and parents of representatives of such professions as the military, firefighter; employee of the prosecutor's office, member of the security forces, rescuer, etc., who died as a result of fulfilling their professional duty or due to an illness acquired in the process.

There are some categories of benefit employees who can receive this leave at any time

How to write a sample application: the correct form

1. The header of the application is written in the upper right corner indicating the position and full name. manager, name of the enterprise, full name, position of the applicant.
2. In the middle of the document you should write the name of the document – ​​“Application”.
3. The following is the text of the document with the following content:
   type of day off (at your own expense, on account of previously worked time, on account of vacation, etc.);
4. date or period of the holiday;
5. reason for time off.
6. At the bottom of the sample form is the date and signature of the applicant.

Correct sample document for time off -

You can find out how to write the correct application for deduction of children's personal income tax for a child in other articles on our website.

See also:

What to do if you are not allowed to go on vacation?

Labor disputes

Complaint against employer

What to do if the employer does not pay wages?

Dismissal under article

Types of vacations at your own expense

To apply for an additional free break, Art. 128 of the Labor Code of the Russian Federation provides for a valid reason related to family circumstances.

These reasons include:

1. Illness of a relative. Usually this is the first or second degree of relationship - parents, children, grandparents, but, under certain circumstances, may include brothers and sisters.
2. Birth of a child. This includes happy fathers of a family whose families have a new addition.
3. Domestic home problems. A break in a water supply or gas pipeline, flooding an apartment with water from the top floor, the need to resolve any other urgent household issues, divorce, establishing custody of a child, division of property, and others like that.
4. Death of a loved one. The full list of persons to whom this right applies is usually specified in the company’s collective agreement. It may be wider than provided by law.
5. Family troubles. The need to take the child to the clinic, to stay with him at home due to quarantine in kindergarten, school (junior grades), vacation periods, personal preparation for passing the exam, diploma (outside the time allotted by law).
6. Getting married. Such an event simply will not happen if one of the parties does not show up. Therefore, here it is not a right, but an obligation of the employer to satisfy such a request.

The application is written in the name of the employer. Indicated from whom. The application form contains information about the provision of free holidays. There must be a clear period and reason. The document is dated and signed by the petitioner.

Remember, the wording “family circumstances” has a fairly wide list of reasons to which it can be applied. The main thing is that this is a valid fact that can be documented in the future.

How to take a day off

In this matter, much depends on whether the employee has good reasons for taking a day off, and whether he can count on the possibility of taking leave without pay.

An employee can contact the employer directly with a request for time off. It is necessary to correctly state the reason and if the employer considers it valid, he will provide an unscheduled day off. In some cases, an employee may legally request time off, and refusal may be regarded as an unlawful act.

Useful video

How to negotiate with your employer about time off at your own expense for family reasons, watch the video:

conclusions

The management of most companies accepts applications for time off without pay from employees who have encountered some personal family problems. The legislative framework defines the main ones, the most serious. In other cases, management makes decisions independently.

However, understanding the essence of the situation, its complexity, company management most often draws the conclusion that sometimes everyday situations throw a person out of balance, and the efficiency of his work will certainly decline. In addition, if his work is associated with some risks, then it is much more reasonable to give him time to return to normal condition and provide the requested rest.

The data provided in this article refers to general cases. There are also exceptions. Thus, disabled people are entitled to leave of up to 60 days, applicants for a period of 10 days to 4 months, and WWII participants up to 35 days, but in our time there are no working WWII participants left.

Who can take it?

Any employee at an enterprise has the right to apply for a work holiday without pay. Moreover, for this it is not even necessary to provide supporting documents - unless we are talking about cases where the director’s refusal is unauthorized.

It is impossible to give a definite answer regarding the deadline for filing an application. After all, a relative can die or be hospitalized with a serious illness at any time.

It is preferable to notify the manager about this as soon as possible and discuss this issue with him so that there is no downtime in his business.

How long can you go on vacation?

By law, family leave can only last 5 working days. But the employee can agree on individual terms with his superiors and take more days off. In this case, the duration of the vacation must be indicated in the application.

In addition, there are certain categories of citizens who can take unpaid leave at any time, and management cannot refuse them:

• 14 days off are given to old-age pensioners;
• relatives of deceased servicemen can count on the same leave;
• disabled people are entitled to 6 days leave;
• Parents or guardians of disabled children can take days off by prior agreement with the director of the organization.

How many days can you take at your own expense?

The Labor Code of the Russian Federation does not have an upper limit on the duration of free breaks for employees. It is established by agreement between the worker and his management. When the period is defined as a mandatory number of days, then the employer is obliged to give the legally established duration of rest at the request of the employee. And everything that will be longer than this duration is by agreement.

It should be noted that some categories of workers may have the right to receive unpaid time off for several reasons. For example, a working pensioner will be able to apply for up to 5 days of this type of vacation in connection with the death of a relative, and then use the 14 days due to him. Therefore, if there are several reasons, the worker can (but is not obligated) to use them one by one. The total duration of the right to this type of free holiday is summarized here.

Vacation at your own expense followed by dismissal

The employee’s right to terminate the employment relationship during or after the end of the vacation period at his own expense is the same as during regular vacation. The main thing here is to find agreement with the employer (if the employee wants to resign before the expiration of the two-week period), or simply indicate this in the application.

The following features need to be taken into account:

1. If compulsory leave is issued, which the employer cannot refuse, to ensure a guaranteed severance of the relationship, its duration must be equal to or greater than two weeks.
2. The desire to terminate the employment relationship must be indicated in the application.
3. The employer is obliged to complete the full calculation before the start date of rest specified in the application and issue a work book along with a copy of the order.
4. In the work book, the date of dismissal is indicated as the last day of vacation.
5. If it is necessary to terminate the employment relationship during a long unpaid absence, you must notify the employer two weeks in advance. Or agree with him on the day of dismissal.
6. Only an employee can take the initiative to quit. The administration does not have the right to dismiss a worker who is on unpaid legal leave.

Remember, for the entire period of legal absence the employee retains his place and position. He cannot be fired or laid off at the request of the employer.

Refusal to provide leave at your own expense

Considering that leave must be agreed upon between the administration and the employee, the company's management has the right to refuse to provide it even to those citizens who have every right to do so by law.

This is possible in the following cases:

1. There is no document (not presented) confirming the social status of the person applying for additional days of rest (document on disability, certificate of WWII participant, pensioner).
2. The employee wishes to use more days of rest as required by law (for example, in connection with the birth of a child, he asks for 10 days of rest instead of 5).
3. The administration and the worker did not agree on the period and dates of the desired work break.
4. The employee does not indicate the reason for family circumstances and does not coordinate the application with his immediate supervisor.

It should be noted that in most cases, the refusal to formalize this type of work break comes from the employer for formal reasons. And if an employee really needs such time off, it is advisable to make an appointment with the manager, explain his situation and the reason for such an action. As a rule, after such a conversation, managers become accommodating, and the problem is resolved without turning into a conflict.

How to apply?

The application is written in the first person addressed to the general director , preferably in two copies. The boss puts the “I don’t object” visa on the document.

Sample application:

Having received news from the employee and deciding that his temporary absence will not harm the development of the business, the director issues an order in the first person to grant extraordinary vacations .

Example of an order:

This is not reflected in the vacation schedule - only planned vacations are recorded there. A corresponding entry is made in the citizen’s personal card under the heading “Vacation” (form T-2).

For this, letter codes of the DO are used (numeric code 16), if the basis is the consent of the director. If a duty, the code OZ (digital 17) is applied. The forms were approved by Resolution of the State Statistics Committee of the Russian Federation No. 1 of January 5, 2004 and are not mandatory for use .

In the working time sheet in form T-12 or 1-13, extraordinary holidays, including those that fall on holidays and non-working days, are designated by an alphabetic or numeric code - HB and 28, respectively.

Decor

Registration of leave for family reasons begins with writing a corresponding application, which is submitted to the secretary or director of the organization. The application must indicate the reason why additional days off are requested. It is also mandatory to indicate the period during which the employee will not be on site.

If the director has signed the application, then it is sent to the organization’s personnel department, where an order is created in form T6, this document is signed by the head of the personnel department and a note is made in the employee’s personal file.

The order can be given to the employee for review. After reading, he must sign it, indicating that he has read the document. After this, the employee can safely go on vacation.