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How to Reject Employee Leave Request (With Sample)

How to Reject Employee Leave Request (With Sample)

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Manage your paid time off all in one place with Vacation Tracker.

Last updated on June 12, 2025

Frequently asked questions

Yes, it is. While employees have the right to request time off, employers also have the right to deny those requests when there are valid business reasons. The key is to ensure the decision is fair, documented, and aligned with labor laws and company policy.

It’s not always mandatory, but it is highly recommended. Providing a reason shows transparency and helps employees understand that the decision wasn’t arbitrary. This can go a long way in maintaining morale and mutual respect.

If you can, yes. Offering another time for their leave shows empathy and a willingness to accommodate. It makes the “no” feel less final and helps the employee feel seen and supported despite the denial.

Yes, but only in serious or unforeseen circumstances. Canceling an approved leave should be a last resort, and when it happens, it must be communicated early with an acknowledgment of the inconvenience it may cause. Whenever possible, provide support or offer alternatives to ease the situation. 

Vacation Tracker allows managers to deny or cancel leave requests directly within the platform instantly. You can deny with or without a reason, and the employee is notified automatically through Slack, Microsoft Teams, or email. This avoids manual emails and ensures quick, trackable communication.

Yes, the blog includes a sample leave rejection letter that’s polite, structured, and easy to adapt. It helps you communicate the decision respectfully and provide guidance on next steps or alternative dates if available.

Definitely. With tools like the Wallchart, synced calendars, and real-time visibility into team availability, you can avoid scheduling conflicts before they happen. The more you can plan proactively, the less you’ll need to say “no” later.