How to correctly write applications for rescheduling vacation. Samples.

How to write an application to postpone vacation: sample

Let us determine how an application to reschedule vacation is drawn up, depending on the factor that determined the postponement.

The initiator of changing the rest period is a company employee. The reason may be:

Late transfer of compensation due to the employee;
Late notification of the employee about the start of vacation;
Employee illness;
Other situations.

In this situation, the transfer of leave at the request of the employee (a sample application is attached) must be drawn up in the name of the director of the company and contain the phrase “I request to postpone the annual paid leave” (the application must disclose the reasons for the adjustment).

An application for the transfer of annual leave must be made in written format and certified by the employee’s signature.

Application for rescheduling vacation (sample) at the request of the employee

Reasons for postponing vacation

Annual paid leave can be transferred to other dates with the consent of the employee in the following cases (according to Article 124 of the Labor Code of the Russian Federation):

the need to perform government duties during the next vacation, if labor legislation for this provides for exemption from work;
temporary disability of a citizen;
in other cases under labor legislation or local acts of the organization.

The Ministry of Labor of the Russian Federation, by letter dated September 20, 2016 N 14-2/B-899, proposes to apply the transfer of annual leave in connection with the employee going on maternity leave.

In general, the reasons for the transfer can be divided into two groups:

At the initiative of the employer: when carrying out urgent work that requires the presence of a specialist at the workplace, urgent business trip, etc. To transfer leave, the employee's consent will be required.
At the initiative of the employee: for family reasons, illness, etc. The employee contacts the organization’s administration with a statement and proof of circumstances requiring a change in vacation dates. The manager has the right to refuse this. Then the citizen will be able to go on annual paid leave only within the approved schedule.

In exceptional cases, it is permissible to transfer paid vacation time to the next working year, but only under a number of conditions:

the postponement is due to the fact that vacation in the current year may negatively affect the technological or work process, and in general will have a negative impact on the operation of the enterprise;
the employee’s consent to the transfer must be obtained;
The postponed rest period must be used within 12 months of the year following the onset of eligibility.

According to Article 124 Part 4 of the Labor Code of the Russian Federation, an employer is prohibited from failure to provide or transfer of annual paid leave:

employees under 18 years of age;
working under conditions of exposure to harmful and dangerous factors;
consecutively for two years.

Transfer of vacation at the request of the employer

The employer's request served as the reason for postponing the employee's vacation. This may be caused by production necessity, that is, when an employee going on vacation at a given time is undesirable. In this case, the employee must confirm his consent to the transfer in writing. An application to postpone the next vacation at the request of the manager will include a phrase about the employee’s consent to the employer’s request to change the period of annual rest.

Application for transfer of vacation (sample) at the initiative of the company

When can an employer refuse?

Also, according to labor legislation, the employer has the right to refuse to postpone the vacation, but only if one of the following grounds exists:

if the application for transfer of leave does not contain a specific reason why the procedure in question could be carried out;
if there are no documents confirming the reason for postponing the vacation period;
if the employee’s intention to postpone the vacation was not communicated in writing, for example, by verbally contacting management.

Accordingly, a person’s employment in dangerous or harmful work, or the employee’s minor age will also serve as grounds for refusing to transfer the vacation period to the next year.

Application for transfer of vacation by employer

In some cases, the worker expresses a desire to postpone the vacation not completely, but partially, as a result of which it becomes necessary to write an application to transfer part of the vacation.

Application for transfer of part of vacation (sample)

Questions and answers

When and how long should I write?

The legislation of the Russian Federation does not provide for a specific time for a team member to contact his superiors about changing his rest schedule. If the issue is resolved positively, the process of re-registration of documents will require some time.

After a positive resolution of the issue, management will need to:

Write an appropriate order to change the rest time.
Pass the order to the accountant
Complete the accruals and pay them 3 days before the start of the vacation.

Based on the above, we can conclude that an application to move your vacation must be submitted at least a week before it starts, or even better, two weeks, so that the relevant services have time to prepare everything.

To avoid force majeure circumstances, some teams set their own deadlines for filing such applications. When postponing a holiday, you must remember that it is transferred in the same year, as established according to the schedule. Its movement next year is possible in exceptional cases. At the same time, it is required to provide days off for 12 months after the end of the year in which it is planned.

What should be the reason?

The legislation provides for the mandatory provision of “vacations” to an employed person. The employer does not have the right to cancel such leave, but he can move the time depending on the circumstances.

The management is obliged to notify the person in writing about the start of the vacation 14 days in advance. The person must sign the notice.

If this procedure is not completed, the subordinate may turn to the manager with a request to move the rest time, and the latter has no right to refuse.

Time off may be moved at the initiative of the institution for the following reasons:

Fulfilling an urgent order that requires a specific employee.
Company reorganization.
Installation of new equipment, programs, etc. into production.
The indisposition of the boss, whose duties are performed by the person gathered for a break.
Unplanned inspection by higher authorities.
Unexpected business trip.

At the same time, these days off can only be shifted with the consent of the subordinate.

It is also possible to reschedule rest periods on the initiative of the working person. To do this, you need to contact your superiors with a written request to move the vacation, providing a document indicating the impossibility of using it as scheduled. For example, a document from a clinic about a relative’s illness requiring care.

Guidance based on Art. 124 of the Labor Code of the Russian Federation can move days off to another time in situations:

Temporary disability, which is documented.
Employment in government agencies during time off, regulating release from work.
In case of late payment of compensation or lack of notification of the start of vacation.
Other reasons permitted by law and internal company regulations.

We must always remember that despite the presentation of various circumstances, the manager has the right to refuse to change the time off for the employee.

Who signs the application to transfer vacation?

The right to annual rest is secured by law for every working person in the Russian Federation.

To avoid problems with leave, both the employer and team members should become familiar with the basic aspects of its documentation.

The responsibility of the institution is to notify each team member in writing about the start time of the vacation, which is signed by the head (Article 123 of the Labor Code of the Russian Federation).

In theory, vacation times are agreed upon by management and staff. In fact, it is not uncommon that the time for such a vacation is “descended” for the staff to get to know each other in an already approved schedule.

And here, for those who do not agree with their vacation schedule, there is a small loophole. If management has not notified the start date of the vacation within the time established by law, then the working person has the right to contact his superiors with a request to reschedule the “vacation.”

Application for transfer of part of vacation

All employee applications for the transfer of vacations must be transferred to the human resources department or to the company’s accounting service, depending on which department is responsible for maintaining personnel records in the company.

When answering the question of how to correctly write an application for postponing vacation, you should start from the factor that became the basis for changing the employee’s vacation period.

How to write correctly?

The rules for drawing up an application are not defined in law.

To complete the document, you will need to use one of the following options, such as writing an application to transfer your vacation to another date:

drawing up in free form, if the enterprise has not approved a standard one;
filling out the application in the form approved by the enterprise by local regulations.

The general rule for both cases is that the application must contain the following data:

Full name of the employee and position held;
Full name of the head;
Business name;
a request to postpone the vacation, indicating the reason and timing when it is expected to go on vacation;
employee signature;
date of application.

For family reasons (at the request of the employee)

When filing an application to postpone vacation at the initiative of an employee, it is necessary to indicate the reason for such a decision. According to the legislation of the Russian Federation, the transfer of vacation is allowed only if this point is agreed upon with both parties to the labor relationship.

There are a number of reasons why vacation must be postponed if the employee has expressed a corresponding desire:

sick leave during vacation. In such a situation, there are several solutions regarding the rest period, namely its extension or postponement to another date;
the need to perform official duties during the rest period;
other cases provided for by law or local regulations.

In other situations, if it is necessary to change plans for the rest period, you will have to coordinate the application with the employer or the management of the enterprise. If this is not done, such actions are considered a violation of the vacation schedule, which is unacceptable. The main rule for document execution is written form and mandatory agreement with management.

Due to production needs (at the initiative of the employer)

A different procedure for processing the transfer of vacation is applied if it is necessary for the employer. This situation arises due to production needs or other unforeseen circumstances. For example, if an employee with similar functionality is hospitalized and there is no one to replace him, in this case the vacation of the second employee can be postponed.

Several conditions must be met:

obtaining written consent from the employee;
there is definitely a compelling reason why the vacation is being postponed.

In this case, an application from the employee is not required in the form when the transfer of vacation occurs at his request.

Expert opinion

Irina Vasilyeva

Civil law expert

The presence of any production necessity does not give the employer the right to postpone leave for employees without their consent. That is why the process should be carried out correctly and not miss a single detail.

Sample management order to postpone vacation to another date

The order must be issued by the head of the company. This document can be used to approve an application to postpone a vacation or part of it, as well as other documents.

Placing an Order is quite simple.

Follow these rules:

The introductory part should contain the name of the document (“Order”), the city and date.
In the content part, you should state the reason for the transfer, indicate the position of the employee to whom the vacation period will be transferred.
Affirmative questions should be listed after the words “I order.”
It is necessary to indicate the person who will control the execution of the Order.
At the end of the document it should be stated which documents were the basis for the transfer.
Next, the director or manager must sign.
Employees affected by this order must sign to confirm that they have read the document.

The employee should not issue an Order - even if the manager himself asks for it!