Adam Frankel
General Counsel · Technology & AI
15+ years as General Counsel to technology, cloud & AI companies
Holiday Request Form by Business Gateway
Open Legal LibraryUpdated 15 Oct 2025
The Business Gateway Holiday Request Form is used to formally record and approve employee annual leave requests before holidays are taken. It ensures proper scheduling, accurate record-keeping, and fair management of time off across the organisation, helping to maintain smooth business operations and compliance with employment policies.
HOLIDAY REQUEST FORM
A Holiday Request Form must be completed and authorised prior to taking holiday leave (and not in retrospect) and therefore holidays should not be booked until this form has been authorised and processed for recording to personnel files.
Name: [employee name]
Date: [request date]
Please detail below the dates and number of days being requested on this form:
First Day and Date of Holiday | Last Day and Date of Holiday | No of Working Days |
For Example:
First Day of Holiday | Last Day of Holiday | No of Working Days |
Monday 6 April 2015 | Friday 10 April 2015 | 5 |
Annual Leave allocation for the year: | [annual leave allocation] |
Annual leave previously taken and/or requested | [annual leave previously taken] |
No. of days requested on this form: | [days requested] |
Balance remaining for this year: | [balance remaining] |
Employee’s Signature: ............................................. Date [employee signature date]
Employer’s Signature .............................................. Date [employer signature date]
About this template
What is this template?
This is a record-keeping document used to manage employee time off. It is not an employment contract or a standalone leave policy. It contains specific fields for tracking annual leave allocation and previously taken days.
When should you use it?
Use this form when a staff member wants to book time off and requires manager approval. Use an Absence Policy instead if you need to define the rules for how leave is accrued or denied.
What's inside
| Clause | Name | What it does |
|---|---|---|
| Top instruction | Authorisation Requirement | Prohibits the retrospective booking of holidays and requires form completion before leave is taken. |
| Table 1 | Holiday Period Table | Captures the first day, last day, and total number of working days for up to eight separate leave periods. |
| Table 3 | Leave Balance Calculation | Tracks the annual leave allocation, days previously taken, and the remaining balance for the year. |
Who it's for
- an employee submitting formal dates for annual leave approval
- a Scottish business gatekeeping holiday bookings through a signature-based authorisation process
- a manager calculating remaining leave balances for an individual staff member
How long it runs and how it's signed
How long
Used once
Signed by
Employee, Employer
Witness
Not required
Notarisation
Not required
Also needed
recorded in personnel files
Scotland note
This version is drafted for Scotland. Scots law differs from England & Wales on execution and on some employment procedure. Tell GitLaw where the parties are and it adjusts the draft.
Categories
Jurisdiction
General
Scotland
Document info
HTML document. Document created on Fri Sep 26th, 2025. Last updated on Wed Oct 15th, 2025.
This document is public
Licensed under CC BY 4.0 (Attribution).
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