A vacation application is a document that allows an employee to go on a legal vacation in compliance with all the rules prescribed in the labor legislation of the Russian Federation. This document must be drawn up mainly in two cases: if an employee goes on a planned paid leave, and also if he expresses a desire to go on an extraordinary leave (due to study, pregnancy, personal circumstances, etc.).
In the second option, it is advisable to document the need for unscheduled leave; otherwise, the employer may refuse, citing the subordinate’s indispensability in the workplace.
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When to write a leave application
An application for leave is required to be written in the following cases:
- this is the first vacation at a new job after the employee has worked for more than six months (accordingly, it may not have been included in the existing vacation schedule);
- extraordinary leave is requested (for example, for pregnancy or in connection with training).
We will tell you more about how to correctly write a vacation application for the 2021-2021 model later in the article. It is important to note that this document can be drawn up by hand or printed on a printer, but the applicant’s signature must be made in his own hand.
In what cases does an employee need to apply for leave? How long does it take to write a document? What is the retention period for employee statements? ConsultantPlus experts answered these and other questions, and also explained in detail the procedure for filling out an application for leave. If you do not have access to the K+ system, get a trial online access for free.
What documents are needed directly to apply for a vacation?
In order to send an employee to rest and pay him vacation pay, an order and a note-calculation for the provision of vacation are drawn up. These documents have standardized forms (but you can use your own):
- For the order, this is form T-6. You will find a sample and comments on how to fill it out here.
- For a note-calculation - form T-60. Read about this document here.
The period of the next vacation must be noted on the working time sheet. For this, the alphabetic code “OT” or the numeric “09” are used. Also, a note about the vacation must be made in the employee’s personal card.
How to write a vacation application: step-by-step instructions
How to write a vacation application? Before drawing up an application for leave, you need to visually divide the sheet of paper on which it will be written (preferably in A4 size) into 4 parts:
- In the upper corner on the right you should indicate the exact name of the position and full name of the head of the enterprise, and below provide your personal data and position (you should also indicate the structural unit if the employee does not work in the parent company).
- In the center of the page you must write the name of the document.
- After this, from a new paragraph you should reproduce your request, indicating the type of leave and its duration.
- Under everything written above, you will need to put the date of the document and your own handwritten signature.
If you have difficulties with how to write a vacation application, you can ask your company for a sample vacation application form - as a rule, the employee responsible for personnel production (or an accountant) always has it on hand. You can also make a statement using our example (it is given below).
Sample application for annual leave
The application for annual leave of the 2021 - 2021 model is no different in content and form from similar documents drawn up in previous years. Therefore, when drawing up an application for your next vacation, you can use the sample that you have already used in previous years.
In addition, you can use a sample of such a statement from ConsultantPlus experts by clicking on the picture below:
Many companies have adopted the practice that such a document is not specifically drawn up and submitted if the employees were previously familiarized with the vacation schedule by signature. If the employee does not need to postpone his vacation for a certain period, then an application for annual paid leave is not required.
You will learn more about this vacation approval from our article “Vacation schedule - form and sample for filling out in 2021” .
How to ask for a vacation followed by dismissal
Before dismissal, the employee retains the opportunity to take legal leave or receive financial compensation. True, providing such days with subsequent dismissal is a right, not an obligation of the employer. Thus, we will have to negotiate.
Even if the management is not against it, you still need to know the rules, as they are written for annual paid leave with subsequent dismissal. Perhaps the employer will ask you to write 2 separate documents: one for dismissal, and the second for rest. But sometimes an employee is asked to provide only one piece of paper. The appeal in this case looks like this:
We recommend that HR officers prepare a standard employee appeal template and supplement it depending on the situation. In this case, you do not have to type the text of the document itself, you just need to enter variable data: the employee’s last name, first name and patronymic, the number of days of absence from the workplace and the required dates. All that remains is to print out the paper, sign it and take it to the HR department.
Sample application for annual leave if it was not planned
The application for annual paid leave of the 2021 - 2021 model (if it is unscheduled) is slightly different from the form given above. So, if an employee plans to go on additional or unplanned leave (it can be paid or unpaid), then he must indicate the basis for its provision.
An application for paid leave of the 2021 - 2021 model must also contain a description of the reason if the applicant does not intend to go on another vacation, but is going to study, for example.
Before going on leave due to pregnancy, you should also indicate the reason - reaching the 30-week period - and provide the corresponding document-basis issued by the medical institution.
How to write a vacation application correctly in the above cases? In these situations, another phrase is added to the sample annual leave application indicating the basis document (it should be attached to the submitted document).
Unpaid types of leave can also include parental leave - to find out how to apply for it, you should read our article “Application for parental leave - form and sample” .
Is it necessary for an employee to familiarize himself with the order for granting leave, how to do this, and is there liability for failure to familiarize the employee with such an order? Answers to these questions were given by specialist of the Ministry of Labor and Social Protection V.V. Abrosimov. You can get acquainted with the official’s opinion by obtaining trial demo access to the ConsultantPlus system. It's free.
An employee changes his mind about going on vacation: what to do?
From a legal point of view, in this situation you need to act as follows.
If the vacation order is not signed, the employee must write another request to postpone the start date of the vacation .
Otherwise, you need to act differently:
- If the withdrawal of the application occurs at the initiative of the employer, he should support his actions with the consent of the employee in writing. After this, prepare an order canceling the previous one .
- An employee who did not have time to take time off himself wishes to withdraw his request. He needs to write another application to postpone the time off or replace it with monetary compensation. And also draw up a written consent of the parties . Based on these papers, another order is created, as in the previous case.
The employee is already resting, but the employer needs it. Here the manager must obtain the written consent of the employee. It is necessary to prepare an order to call the employee, which will indicate the reason for these actions. The employee has the right to receive the rest of the vacation at any time .
You can find a sample application for cancellation of vacation (transfer) here.
Reference. According to Art. 126 of the Labor Code of the Russian Federation, an employee has the right to replace part of the annual leave with monetary compensation .
Is there an approved leave application form?
The vacation application for the 2021 - 2021 sample does not have a strictly approved format. At the same time, an application for the next vacation, as we have already found out, may not be submitted at all - the HR department in this case must only draw up and promptly transmit to the employee the appropriate notice of the date and duration of the planned vacation (clause 3 of Article 123 of the Labor Code of the Russian Federation) .
Therefore, based on the fact that the vacation application form has not been approved by anyone, you only need to follow the general rules adopted in office work.
Who should I submit the document to?
The document is submitted to a HR specialist or the immediate supervisor of the organization.
The latter, in turn, puts a visa on the application .
There are no specific deadlines for reviewing and signing the document; however, managers usually accommodate the employee halfway.
Next, the manager makes a decision and puts his resolution on the document (writes his decision on the provided document).
The resolution on the vacation application is drawn up in a certain way:
- A person responsible for implementing the decision is appointed.
- Instructions are given on exactly what needs to be done.
- The desired deadlines for completion are indicated.
- The date of the resolution and the signature of the manager are indicated.
Don’t forget to count the money for the employee’s vacation; to do this, you need to draw up a calculation note, more on that later.
An example of an application for leave when rescheduling it
An application for vacation of the 2021 - 2021 sample, in case of its transfer, can be drawn up according to this example (the sample text must be written in the application part of the document):
“In accordance with the approved order No. _ dated _ vacation schedule, the next paid leave should be granted to me from January 28, 2021 for a period of 28 days.
According to Art. 124 of the Labor Code of the Russian Federation, I ask you to postpone the start date of vacation to June 18, 2021 for the same period.”
In the event that there is a need to take advantage of only a few vacation days and take the rest later, then a sample application for part of the annual paid leave will look like this (we give a distinctive fragment from the text of the document):
“I ask you to provide me with a portion of the annual paid leave of 10 calendar days, starting from August 15, 2021.”
Rules for notifying an employee
According to the Labor Code of the Russian Federation, all employees have the right to vacation for a period of 28 calendar days . People in certain professions with more difficult working conditions compared to other professions are entitled to additional leave.
According to the law, the enterprise draws up a plan for all vacations. It is established within the company according to the planned profit, established priority and other factors.
The deadline for drawing up the rest order for all employees must be no later than 2 weeks before the end of the calendar year. The employer is obliged to allow his employees to rest on time. Workers must follow the sequence specified in the schedule.
Rest days can be divided into parts by prior agreement between the employee and the employer.
Each employee must review the schedule and sign it. Based on such a plan, a vacation notice is drawn up and sent to the employee for signature no later than 2 weeks before the start of his vacation. In this case, the employee does not have to write a leave application. The basis for the order is the vacation schedule and notification.
There are certain groups of employees who can take unscheduled leave . For example, combat veterans. In this case, employees already write a leave application.
