Employees sometimes ask to take leave for longer durations than average. However, it might not be possible for the HR department to approve all such requests. This denial should be conveyed in the right tone and manner.
You should keep the following things in mind as you compose this email:
● State that the request can’t be approved.
● Mention the reason why the requested leave is not possible.
● Include a sentence of apology for any inconvenience caused.
● Ask the employee to apply for leave during another period.
SAMPLE
Subject: Your leave request
Dear [employee name],
Thank you for your email.
We understand that you are looking for a vacation leave of 12 days to visit your hometown.
Unfortunately, we regret to inform you that your leave request from [start date] to [end date] cannot be approved. Please note that this decision has been taken keeping in view the ratio between the staff count and workload during the period in question.
As per the company’s leave policy, we grant leave on a first-come-first-served basis. Since it will be festival time, some other employees had already applied for an extended leave during the same period, before your application came in. Moreover, as you are aware, the footfall in our stores increases at that time owing to the offers we run during festivals, which requires us to maintain a
minimum headcount.
Please allow me to offer my sincere apologies for any inconvenience caused. I very much hope you understand the situation.
Please feel free to apply for leave on different dates.
Warm regards,
[Name]
[Designation]
[Company name]
Leave a Reply