An annual leave request form is the short document an employee hands to their line manager stating the leave type, the first and last day, and the return date; the signed original then goes in the employee's file. Pick the leave type (annual, sick, emergency, unpaid or compensatory) and the two dates, and the form works out the number of days and the return date. Download it in Word or PDF. The second tab issues a transfer or assignment letter. Other employee requests have their own pages.
Leave days = last day − first day + 1. In the sample, annual leave from the 14th to the 23rd of the month is 10 days, taken from a balance of 24, leaving 14. On the Transfer tab, a five-day assignment at a daily allowance of SAR 300.00 totals SAR 1,500.00.
How to use the annual leave request form
- Type the employee's name and job title, choose the leave type, and enter the first and last day of leave.
- Switch to Advanced mode to add the balance before the request, public holidays within the leave, the colleague covering your work, a contact number, and the company name and logo.
- Download the request in Word if you want to edit the wording, or as a PDF for the employee and manager to sign straight away. The blank form button gives you the sheet with empty lines to fill in by hand.
What goes in each part of the request
| Part | What to write |
|---|---|
| Employee details | Name as in the contract, job title, and employee number and department if used. |
| Leave type | One type per request. Attach the medical report to a sick leave request. |
| Dates and return date | First and last day away; the return date is the day after the last day. |
| Balance | Annual leave balance before and after the request, for annual leave only. |
| Cover and contact | Who covers your work while you are away, and a number to reach you if needed. |
| Management decision | Approved, approved with changed dates, or not approved, signed by the line manager and HR. |
Leave types under the Saudi Labor Law
Annual leave is paid leave earned for each year of service; its length is set in Article 109. It is the default on this form, and the days are taken from the balance.
Sick leave needs a medical report, and its pay steps down as it gets longer under Article 117. Choosing Sick changes the opening sentence to mention the attached report.
Emergency leave covers an unplanned event. Paid special leave such as marriage, a new baby or a bereavement is in Article 113; anything else depends on the company's work regulations. Write the reason in its box in Advanced mode.
Unpaid leave is granted by agreement, under Article 116; check the current lengths and pay in these articles against the official text. State the reason and length clearly, because it affects pay and sometimes the service period.
Annual leave request: how to write it
Send your manager a written request well before the leave, in a fixed order: greeting, leave type, dates and number of days, who covers your work, thanks. Two versions using the sample figures:
Formal annual leave application: "Dear Line Manager, I would like to request annual leave for 10 days, from the 14th to the 23rd of the month. I will return to work on the 24th. Fahad Al Harbi will cover my work while I am away. Thank you."
Short email: "I'd like to take 10 days of annual leave, 14th to 23rd, back on the 24th. Fahad will cover. Thanks."
The formal version is printed, signed and filed; the short one is fine for agreeing dates first, then you complete the signed form. State the remaining balance and keep a signed copy.
Counting leave days and the balance
The form counts calendar days: days = last day − first day + 1, and balance after = balance before − days charged. Leave from the 14th to the 23rd is 10 days, and a balance of 24 leaves 14.
If a public holiday such as Eid falls inside annual leave, enter its days in "Public holidays within the leave" in Advanced mode and they are not charged: the same leave with one holiday inside is charged as 9 days, leaving 15 of a balance of 24. Weekends inside the period count as leave days on the form; if your company counts working days only, enter those days in the same box.
If you split your leave in two, submit a separate request for each part, with the balance left after the first.
Transfer or assignment letter
The Transfer tab issues a permanent transfer to another branch or department, or a temporary assignment with its length and daily allowance. A five-day assignment at SAR 300.00 a day totals SAR 1,500.00, and the end date is worked out from the start date and length.
Common mistakes in a leave request
- No return date, so nobody knows when the absence ends.
- Two leave types in one request, such as annual leave followed by unpaid days; use one request per type, because the effect on pay differs.
- Sick leave with no medical report attached.
- An assignment letter with no set length, so nobody knows when the allowance stops.
Regulatory notes
Annual leave is in Article 109 of the Saudi Labor Law (21 days, rising to 30 after five years with the employer), sick leave and its pay in Article 117, paid special leave in Article 113, and unpaid leave in Article 116. These figures and references follow the text as we know it; check the current law and implementing regulations with the Ministry, and your company's work regulations, especially on public holidays that fall within leave. Sponsorship transfer is handled through official e-services, not a letter, so there is no form for it here.
When paper leave requests pile up in employee files
Microtec's ERP accounting system serves businesses in Saudi Arabia and includes an HR module that keeps employee records and leave in one place.
Annual leave request: frequently asked questions
Does my manager have to approve an annual leave request?
Usually, yes. Annual leave is the employee's right, but its timing is agreed with the employer according to work needs, so the form has a decision box for the line manager and another for HR. Your company's work regulations set the details.
When is sick leave accepted?
When the employee attaches a medical report from a licensed health provider stating the leave period. Choose Sick as the leave type and the request refers to the attached report; pay steps down under Article 117 of the Labor Law.
Can I send a leave request by email?
Yes, if your company's regulations accept it. Send the short version to agree dates, then attach the signed request as a PDF, and keep a copy of the reply as proof of when you asked and what was approved.
What if my leave request is refused?
Ask your manager for alternative dates and submit a new request with them. Refusing the timing of annual leave does not cancel the balance; the days stay yours until taken or paid out under the Labor Law and company regulations.
What is the difference between a transfer and an assignment?
A transfer is a permanent change of workplace or department, with pay and benefits kept as in the contract. An assignment is a temporary task away from the usual workplace for a set period, which may carry a daily allowance under company rules.