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Model documents and policies

Downloadable and customisable documents relating to holiday entitlement and pay. For more information see the employment law pages.

Holiday request form
Holiday request form
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This is a form that employees can fill out to request to take a number of hours or days off as annual leave.
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Public holiday request form
Public holiday request form
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This is a form that employees can fill out to request to take a number of hours or days off as annual leave on public holidays.
Follow up letter if employee does not get in touch after failure to return from holiday letter
Follow up letter if employee does not get in touch after failure to return from holiday letter
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This template letter can be used to write to an employee who has failed to return to work from annual leave, warning them that their employment will be terminated if they have not justified their absence by a specified date.
Holiday request refusal letter
Holiday request refusal letter
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This letter declines the employee's request for holiday and explains why their request has been refused.
Initial letter addressing a failure to return from holiday
Initial letter addressing a failure to return from holiday
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This template letter can be used to write to an employee who has failed to return to work from annual leave, warning them that their employment will be terminated if they have not justified their absence by a specified date.
Letter for employer to respond to employee request to convert annual leave to sickness absence
Letter for employer to respond to employee request to convert annual leave to sickness absence
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This letter template should be used to respond to an employee’s request to have holiday leave converted to sickness absence due to sickness whilst on annual leave. The letter outlines the reasons why the employee’s request has been granted or declined.
Letter from employer to employee informing them of requirement to take leave on specified dates
Letter from employer to employee informing them of requirement to take leave on specified dates
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Use this letter to notify employees of planned workplace closures for which they will need to take annual leave. The letter notifies employees that this leave will need to be taken from their annual leave and that it is their responsibility to ensure they save sufficient days from their annual leave.
Letter notifying employee of requirement to take holidays during notice period
Letter notifying employee of requirement to take holidays during notice period
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This letter states the amount of annual leave remaining and gives the employee notice that they must take leave during their notice period. The letter has optional clauses outlining how the employee must use the annual leave, covering whether they will be paid in lieu or must use the leave instead of having a notice period.
Letter responding to a request to be paid in lieu of annual leave
Letter responding to a request to be paid in lieu of annual leave
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This template letter can be used to respond to a request from an employee to be paid in lieu of annual leave. The letter contains options to grant the request, refuse the request and offering to carry over annual leave instead of payment in lieu, with an explanation for each.
Additional annual leave contract clause
Additional annual leave contract clause
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This contract clause can be used to outline additional annual leave provided to employees.

Buying additional annual leave contract clause
Buying additional annual leave contract clause
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Use this contract clause to outline how employees can buy additional annual leave, including the requirements for the request and the maximum amount of additional annual leave that can be purchased.

Duvet day policy
Duvet day policy
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This policy covers giving notice of a duvet day, special conditions and what happens in the event of termination of employment.
Holiday and public holiday policy
Holiday and public holiday policy
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This policy outlines employees' entitlement to holiday, how to book periods of leave, the provisions relating to holiday and sickness, arrangements to be made on termination of employment and holiday pay.