How to write a vacation application: sample, current form, contents

Types of vacations

There are several types of vacations that employees of enterprises and other institutions can use during official employment:

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Requirements that must be met when leaving

An employee does not have the opportunity to go on vacation, while maintaining his salary, as soon as he pleases. For this purpose, a special schedule is drawn up, which is agreed in advance with the trade union and the employer. Often, enterprises take into account the interests of the employees themselves. When drawing up a schedule, you need to take into account the fact that among your employees there may be people who are legally allowed to take leave at any time. Although such employees must still give advance notice of when they wish to take their leave.

Such persons include:

• teenagers under 18 years of age;
• pregnant or postpartum women;
• disabled people;
• single parents raising minor children;
• military spouses;
• labor veterans;
• persons who have special services to the Motherland.

Regular paid leave, which is allowed to be taken once a year, lasts 28 days. There are also categories of people for whom extended leave is provided, up to 56 days. There are often situations when a person simply needs to get a vacation outside the established schedule. As a rule, management cooperates halfway. However, for this you need to coordinate your rest with other employees. It happens that after the schedule is approved, a new employee gets a job at the company. He has the right to take leave only after he has worked continuously in one organization for at least six months. In this case, you can only take half of the allotted vacation.

In addition, some people have the opportunity to receive vacation days, which are added to the main vacation.

These include employees:

• whose working hours are not standardized;
• working in harmful and dangerous enterprises;
• workers in the Far North;
• whose responsibility is to perform special tasks.

There is also the possibility of receiving additional paid leave in other situations. For example, for special services to the organization, persons who do not belong to the employees of the listed categories also have this right. However, this must be specified in the collective agreement. Quite often, holidays and weekends fall during the period of paid leave. In this case, they are not counted towards the total vacation.

https://youtu.be/KdQkxo9nmgY

( Video : “Sample application for leave - annual, paid”)

If an employee is eligible to receive additional time off, he or she may request a single extended period of time off. In addition, it is possible to divide one vacation into several parts. However, the main condition must be met here - the duration of its first part must be fourteen or more days.

How many days in advance should the application be submitted?

If we are talking about regular paid leave, then the terms of provision are not regulated. However, it is worth considering that the accounting department must accrue vacation pay at least 3 days before the start of the vacation, therefore, the application must be submitted at least four days in advance.

Expert commentary

Kamensky Yuri

Lawyer

If an employee submits an application the day before the start of paid leave, accounting staff have the right to accrue vacation pay to him within three days. This will not be considered a violation, since initially the documents arrived late.

There is a misconception that employees must notify HR or management 2 weeks before the start of their vacation, but in fact this is not true. According to Art. 123 of the Labor Code of the Russian Federation, the vacationer must be notified of the upcoming vacation against signature 2 weeks before its start by the personnel officers themselves, since they keep all the timesheets and schedules.

In the case of other types of vacations, there are also some nuances:

• For pregnancy and childbirth. A woman has the right to immediately write a statement after receiving a certificate of incapacity for work, or immediately before giving birth. Only she indicates the start date of the vacation, based on the doctor’s recommendations. The employer does not have the right to determine this;
• For child care. The application is submitted before the end of maternity leave, and the benefit must be accrued before the expiration of six months from the moment the child reaches one and a half years;
• Unpaid. The deadlines are not strictly regulated, so citizens have the right to contact employers with applications at any time;
• Training. It is paid; the average salary is paid for the number of days the employee spent on training. The deadline for submitting the application is not clearly regulated, but payments must be made by the accounting department at least 3 days before the start of the vacation, therefore, the application and the summons certificate are submitted four days in advance.

Let's look at a few different examples:

Example 1: Maternity leave. The woman found out about her pregnancy in the second month, registered with the antenatal clinic and brought a certificate to her employer. 75 days before the start of her vacation, she submitted a statement indicating that she would leave in 5 days, i.e. 06/10/2018. The child was born on August 15, 2018, and the sick leave should be closed in another 72 days - October 29.

On October 29, the employee returned to work, and her husband took maternity leave.

Example 2: Unpaid leave. A company employee needed to travel to another city for family reasons. Departure date is September 15th. On September 10, he turned to his employer with a request to grant him leave without pay for a period of three days. The manager agreed.

Example 3: Another paid vacation. 2 weeks before the end of the reporting year, the company drew up a vacation schedule. Employee Efimova O.N. was supposed to go on vacation on July 10, and she indicated this date in the schedule. The duration of the vacation is 2 weeks, i.e. she must go to work on July 24.

According to current legislation, if there is an approved schedule, in case of going on vacation on the date indicated in it, employees must notify personnel officers or employers about this 2 weeks in advance. An application is not required, so the employee went on vacation during the established period based on the schedule. Her vacation pay was transferred on July 7.

If the leave involves further dismissal

If an employee is going to quit, then according to the law he must still work for two weeks. This period can be reduced if an agreement can be reached with the manager. That is, the employment contract can be terminated before two weeks.

There are other features associated with granting leave before dismissal:

1. The last day of dismissal is the last day of vacation.
2. The last working day before the start of vacation is the moment when you need to pay and issue a work book.
3. If a fixed-term employment contract is signed, the working time may extend beyond its limits.

Used vacation may last longer than two weeks. In this case, the employee has the right to withdraw the application before the rest period begins. In any case, if another employee was not invited to take his place.

https://youtu.be/u8exO1mlyyU

Labor legislation clearly regulates the procedure in which an employee can exercise his right to leave. Every employer must follow legal requirements.

The main thing is that there are serious reasons to exercise this right. If management does not have any doubts, there should be no problems when completing the application itself.

Before going on vacation, it is recommended to separately make sure that all the necessary signatures are present on the document. Otherwise, leaving the workplace will be considered absenteeism.

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How to write a vacation application: instructions

The procedure for drawing up and submitting an application for leave is as follows:

1. If an employee goes on vacation not according to schedule, he writes a statement on his own and coordinates the dates with the director. It contains employer and organization details, start date and duration. The ending doesn't fit. At the end there is a signature.
2. The vacationer submits an application to the employer or the human resources department. The manager must sign it and issue an order, on the basis of which the accounting department calculates payments.

Expert commentary

Gorchakov Vladimir

Lawyer

The employer has the right to refuse to reschedule vacation dates if this will harm production and affect other employees, so it is recommended to think through your affairs in advance.

Let us consider in detail the features of drawing up an application:

• In the upper right corner the addressee is indicated: employer position, full name, company name;
• The word “Statement” is written in the center of the document;
• If you plan to use the entire vacation according to the schedule, only the start date is entered. If you need only part of the vacation, you will also need an end date;
• At the end, the vacationer’s signature is placed.

Subsequently, the application is transferred to the personnel department, signed by the manager and attached to the personal file.

Annual paid vacation

The organization provides standard vacations of 28 calendar days. According to the schedule, the employee must go on vacation on a set date. In this case, an application is not required: personnel officers notify him 2 weeks before the start, 3 days before the start, the accounting department transfers vacation pay, and after the end of the vacation he returns to work.

Sample application for annual paid leave

Paid leave with financial assistance

If the company provides financial assistance for vacation, employees can use it once a year. Usually 1-2 salaries are transferred: it all depends on the budget.

The employee is going to take an unscheduled vacation from June 1, the dates have been agreed upon with the manager. What the application will look like:

Sample application for leave with financial assistance

Leave without pay

The employee was planning a wedding on July 15th. He agreed with the employer on unpaid leave from July 14 to July 18 inclusive, i.e. for 5 days.

Sample application for leave without pay

Study leave

For an employee studying in the correspondence department, the session begins on June 15, 2018 and lasts 20 days. He took the summons certificate on the 10th and immediately provided it to the employer along with the application.

Sample application for study leave

Maternity leave

The doctor issued the woman a certificate of incapacity for work dated May 15, 2020, and she immediately applied for maternity leave, which should only end on October 30.

Sample application for maternity leave

Time to write an application

To familiarize yourself with the form of the document, you need to take a template. It is usually provided by the organization's accounting department or the department that performs the HR function. The vacation schedule is drawn up in the T-7 form, taking into account seasonality. Each employee must take a summer vacation at least once every two years.

The employee will be required to:

1. Agree on a date for temporary release from official duties.
2. Submit your application at least 4 working days in advance.
3. After signing by management, transfer it to the HR or accounting department.
4. Receive vacation pay and other types of cash payments.

After this, you can plan your further vacation.

The opportunity to obtain a temporary break from work is provided to all employees of private and public companies that have entered into an employment contract. An exception is made for persons providing services to perform specific duties under a contract.

If you lost your vacation application

There are often situations when employees submit vacation requests on time, but employers or HR officers lose them. There is no fault of the vacationers here, so they have the right to go on vacation on the specified dates.

What are your options if your application is lost?

• Transfer of vacation. This is possible if the person responsible for the loss of the document comes to an agreement with the vacationer. In this case, the dates will be shifted slightly, and he will submit a new application;
• Leave everything unchanged and send a new application. If there is still time before the start of the vacation and you become aware of the loss of the document, you can rewrite it;
• Submitting an application retroactively. From a legal point of view, this is a violation, but the personnel officer and the vacationer can come to an agreement. Then the latter will go on vacation on time. If the vacation is still postponed, it is better to write a statement indicating the actual dates.

Expert commentary

Kireev Maxim

Lawyer

It should be remembered that the fault for the loss of an application always lies with the person who lost it. Employers do not have the right to force employees to postpone vacations because of this or refuse to provide rest. When faced with such a situation, it is recommended to contact the State Labor Safety Inspectorate, but it is best to try to resolve everything peacefully without damage to both parties.

Documentation

Using our template, you can quickly enter the relevant information into the empty fields (full name, name of organization, position of the manager and his full name, as well as the number of days and dates), which will significantly save your time and eliminate the need for rewrites due to errors. All that remains is to simply print out the document, put your signature on it and provide it to the personnel officer.

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If an employee gets sick while on vacation

It also happens that while on paid leave an employee becomes ill.
It should be borne in mind here that vacations are provided exclusively for rest, therefore, in case of illness, employees have the right to open sick leave. If during vacation a citizen gets sick and opens a certificate of incapacity for work, the vacation is extended by the number of remaining days or postponed to another period. The employee must coordinate these nuances with the employer.

Important! If sick leave is not provided, sick days will be counted as vacation and disability benefits will not be accrued.

When applying for different types of leave, employees must adhere to certain registration rules and deadlines. This guarantees the smooth preparation of all accounting and personnel documents, as well as the receipt of vacation pay on time.