Standard Operating Procedure for Leave Application and Management

Standard Operating Procedure for Leave Application and Management

1. Purpose

The purpose of this SOP is to standardize the leave application process, define the permissible leave types and their annual limits, and provide a clear format for submitting a leave application.

2. Scope

This SOP applies to all employees (permanent, contractual, or temporary) within the organization.

3. Leave Policy

3.1 Types of Leave and Annual Limits

Leave Type	Description	Annual Limit
Casual Leave (CL)	For unforeseen personal needs.	6 Days per year
Sick Leave (SL)	For medical emergencies or illness (medical proof if >2 days).	4 Days per year
Earned Leave (EL)	Planned leave earned by the employee (as per policy).	7 Days per year
Maternity Leave	For eligible female employees during childbirth.	26 Weeks
Paternity Leave	For eligible male employees after childbirth.	6 Days
Bereavement Leave	Leave granted for the loss of an immediate family member.	2 Days
Unpaid Leave	Any additional leave beyond permitted limits.	As per approval

Note: Leaves are subject to approval by reporting managers or HR, except in emergencies.

4. Leave Application Process

4.1 Procedure for Applying Leave

Notice Period:

For planned leave (Earned/EL, Casual/CL), submit the application at least 7 days in advance.
For unplanned or emergency leave (e.g., Sick Leave), notify your reporting manager at the earliest, ideally before the start of the working day.

Approval Workflow:

Submit the leave application in the prescribed format (Section 5) to the reporting manager.
The reporting manager will approve/reject the application within 2 working days.
Once approved, the application will be forwarded to HR for record-keeping.

Communication:

Update colleagues or teams regarding leave duration, handovers, and contact availability during leave (if applicable).

Post-Leave Return:

Ensure to report back to work as per the approved leave schedule.
In the case of extended sick leave, provide a medical certificate upon resumption.

5. Leave Application Format

5.1 Leave Application Email Format

Subject: Leave Application for [Leave Type] from [Start Date] to [End Date]

Dear [Manager's Name],

I am writing to formally request leave for [number of days] from [start date] to [end date] due to [reason for leave: personal reasons, medical, vacation, etc.].

Please let me know if any further details are required. I will ensure that my work is managed appropriately during my absence. [Optional: Mention handover of duties to a colleague, if applicable].

Kindly approve my leave application.

Thank you for your understanding.

Sincerely,
[Your Full Name]
[Your Designation]
[Employee ID (if applicable)]

5.2 Hard Copy Leave Form Format

Field	Details
Employee Name
Employee ID
Department
Leave Type	(CL, SL, EL, etc.)
Duration of Leave	From: ___ To: ___
Number of Days
Reason for Leave
Handover Details
Signature of Employee
Date of Application
Manager's Approval	Signature/Date

6. Leave Management Responsibilities

Employee: Submit leave applications promptly and ensure handover of responsibilities.
Reporting Manager: Review leave requests, approve/reject based on workload, and communicate decisions.
HR Department: Maintain leave records, monitor leave balances, and ensure compliance with leave policy.

7. Exceptions and Penalties

Unauthorized absence from work without prior approval may result in disciplinary action.
Leave beyond the annual entitlement will be treated as unpaid leave unless approved otherwise.

8. Record Keeping

HR will maintain a centralized leave record for each employee, accessible to management for audit purposes.

9. Review and Updates

This SOP will be reviewed annually or as required to ensure compliance with labour laws and company needs.

END OF THE DOCUMENT

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