Leave Rejection Letter Template

This letter is to inform you that your request for [ Leave Type ] from [ Leave Start Date ] to [ Leave End Date ] has been declined by [ Company Name ]. The decision is effective as of the date above and is provided for your records.

Reason for decision: [ Reason If Applicable ].

Employment terms and relevant details:

- Employment: [ Employee Name ] is employed as [ Job Title ] with [ Company Name ].
- Policy reference: [ Policy Reference ].
- Effective dates: Declined leave period is [ Leave Start Date ] to [ Leave End Date ].

Conditions and next steps:

- If you wish to request alternative dates, please contact [ Manager Name ] or [ HR Contact ] to discuss options.
- Any approved changes will be documented in writing and added to your personnel record.
- You remain responsible for your duties and for coordinating coverage as required.

Responsibilities and acknowledgements:

- You are expected to continue normal work obligations unless an alternative arrangement is agreed.
- By receiving this letter you acknowledge that the leave request has been reviewed and declined; please contact HR within [ Response Timeframe ] if you have questions or require clarification.

Closing statement:

We appreciate your understanding. If you believe there are additional circumstances we should consider, please provide the details to [ HR Contact ] so we can review them promptly.

Please sign and return to HR to confirm receipt: [ Employee Name ] signature: ____________________ Date: [ Date ].