Holiday entitlement and pay

Find out about HR-Inform

To access all of HR-Inform you need to:

Model documents and policies

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

Forms

Word

Form for a request to carry over holiday

 (51 KB)
Last Modified: 01 Jun 2013
If an employee wishes to make a request to carry over their holiday entitlement to the next holiday year they should be given this form to complete. The form records information such as the number of days they would like to carry over and the reasons why they have not used their full entitlement in the current holiday year. There is also space to record the line manager’s response to the request and the reasons for refusing the request if this is the case.
Word

Holiday request form

 (56 KB) UPDATED
Last Modified: 01 Feb 2016
This is a form that employees can fill out to request to take a number of hours or days off as annual leave.

Letters

Word

Follow up letter if employee does not get in touch after failure to return from holiday letter

 (52 KB) UPDATED
Last Modified: 01 Feb 2016
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.
Word

Holiday request refusal letter

 (52 KB) UPDATED
Last Modified: 01 Feb 2016
This letter declines the employee's request for holiday and explains why their request has been refused.
Word

Letter for employee to request holiday entitlement is reinstated due to sickness whilst on holiday

 (51 KB)
Last Modified: 15 May 2014
Employees can use this letter template to request that the stated amount of holiday entitlement is reinstated due to sickness whilst on holiday. The letter outlines the dates the employee was on holiday, the dates of their illness and confirms that they contacted their manager on the first day of their sickness and provided a self-certificate/GP fit note in line with the company policy.
Word

Letter for employer to respond to employee request to claim back holiday entitlement if sick during annual leave

 (53 KB) UPDATED
Last Modified: 01 Feb 2016
This letter template should be used to respond to an employee’s request to have holiday entitlement reinstated due to sickness whilst on annual leave. The letter outlines the reasons why the employee’s request has been granted or declined.
Word

Letter from employer to employee informing them of requirement to take leave on specified dates

 (54 KB) UPDATED
Last Modified: 01 Feb 2016
Use this letter to notify employees of planned office 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.
Word

Letter notifying employee of requirement to take holidays during notice period

 (56 KB)
Last Modified: 01 Jun 2013
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.
Word

Letter responding to a request to be paid in lieu of annual leave

 (52 KB)
Last Published: 01 Feb 2016
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.
Word

Letter responding to a request to carry over annual leave

 (52 KB)
Last Published: 01 Feb 2016
This template letter can be used to respond to a request from an employee to carry over annual leave into the next holiday year. The letter contains options to grant the request, refuse the request and the agreement to carry over a maximum of one week annual leave, with an explanation for each.
Word

Letter to an employee who failed to return to work after a period of holiday

 (55 KB)
Last Modified: 01 Feb 2016
This letter states the dates of agreed annual leave and asks the employee why they did not return and why they have not been in touch. The letter reminds the employee of the company absence policy and warns them that they may not be paid for this period of absence and that a failure to follow the absence policy could result in disciplinary action.

Policies

Word

Buying and selling holiday policy

 (56 KB) UPDATED
Last Modified: 01 Feb 2016
This policy covers the law relating to holiday entitlement, reasons for taking holiday, calculating the value of a day's holiday, procedure for buying and selling holiday and appealing a decision.
Word

Duvet day policy

 (56 KB)
Last Modified: 01 Jun 2013
This policy covers giving notice of a duvet day, special conditions and what happens in the event of termination of employment.
Word

Holiday policy

 (56 KB) UPDATED
Last Modified: 01 Feb 2016
This policy covers the law, holiday entitlement, payment during holiday, holiday year, shutdown periods, carrying holiday forward, pay in lieu of holiday, booking holiday, cancelling holiday, sickness during holiday, holiday entitlement if an employee leaves during the holiday year, new starters, holidays during school holiday time and working on public holidays.