How to legally take time off from work? Rules for drawing up a memo for time off and its sample

In the legislation of the Russian Federation there is neither the very concept of “time off”, nor a documented form of a document called “application for time off”. Instead, terms such as “day off for vacation”, “additional day off”, etc. are used. However, if an employee of an enterprise has a need not to go to work on some day, he may well turn to his superiors with a request to give him “time off” and everyone will understand.

Examples of requests for time off:

- at your own expense for one day - for a previously worked day - for family reasons - for donating blood - on account of vacation - for several hours

A common situation is when an application for time off is written at the expense of previously worked time. For this case, a sample application is prepared at the very beginning of the material, and a blank form is also attached:

• Form and sample
• Free download
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Reasons for time off

You won’t be able to just take time off - practice shows that usually an employee is required to either work an additional day off in advance or subsequently, or take time off towards a future vacation or as leave without pay.

In some cases, due to operational necessity, management may deny an employee an additional day off, and this will not be a violation of the law - time off is granted only with the mutual consent of both parties.

It is also worth remembering that those employees who have worked at this enterprise for less than 6 months are not entitled to time off at all.

At the same time, there is a category of employees who can take time off at any time without waiting for management approval. This:

• WWII participants;
• pensioners;
• people with disabilities;
• close relatives of military personnel who died in the performance of military duties.

In companies with a shift schedule, agreements between employees to replace each other if necessary are widespread. This way allows not to disrupt the production process and at the same time suits all parties.

But large enterprises where trade unions are active often have a developed and approved collective agreement, which stipulates a separate clause on the conditions for granting time off and additional vacations. If such a document exists, then each employee of the organization must be familiarized with it against signature already at the employment stage.

Reasons for taking one day off

There are a number of reasons allowing an employee to receive extraordinary time off. They have no right to refuse him in several situations:

• birth of a child;
• marriage;
• in case of donation;
• death of close relatives;
• a visit by an employee to a medical institution for his own treatment or treatment of his young child or close relative;
• the occurrence of unforeseen and dangerous situations in the home, for example, a flood, a sewer burst, a fire, a gas leak, etc.;
• visiting the Internal Affairs Bodies to give evidence, or in court as a witness or juror.

However, time off is often needed in many other situations. For example, an employee may ask a manager to give time off for a day off on which the employee once worked. You can take time off from your upcoming vacation. If the employee maintains a good relationship with the manager, you can write in the application that the reason for the extraordinary leave is family circumstances. This formulation is suitable in all situations when you do not know how to correctly write the reason. However, you need to be prepared; perhaps the manager will ask you to verbally explain the real reason.

Not everyone knows that an employee who has received time off at his own expense cannot be called back to work early. This is the main difference between free vacation and paid vacation.

When to write a leave application

In advance (at least a few days in advance), the employee must notify management of his desire by writing a statement, and the employer must give permission for time off with an appropriate order. An application for time off can be written directly on the day of the day off, but in this case, in the absence of very serious reasons, the chances of management’s consent are noticeably reduced.

If there is no statement, then the employer may interpret the subordinate’s absence from the workplace as “absenteeism,” that is, a direct violation of work regulations, and impose disciplinary action on him, up to and including dismissal (in case of systematic violations). This can be avoided provided that the employee, within a few days after the “absenteeism,” provides the manager with written evidence of valid reasons for his absence and works the allotted time.

Main features of drawing up an application for time off

As mentioned above, there is no unified application form for time off, so each employee can write it freely. Important condition: the document must contain

• Company name,
• information about the manager,
• information about the employee.

It is also advisable to indicate in it the reasons why the employee asks for an additional day off and the specific date on which he would like to receive it. The reasons may not be specified, but do not forget that in a number of cases (the birth of a child, a wedding, a funeral, etc.), the employer by law does not have the right to refuse an employee.

How to correctly write an application at your own expense in 2021?

Applications for leave at your own expense do not have a strict form and are written freely. But there are still a number of details that must be present:

• Full name of the applicant and to whom it is addressed;
• Date of preparation;
• duration of vacation days;
• signature.

How is an application completed?

1. In the right corner of the sheet the name of the organization and the name of the official (manager) to whom the application is addressed are indicated;
2. The position and full name are written below. the employee from whom the document is drawn up;
3. The word “Statement” is in the center of the sheet;
4. Next is the text, which contains a request for time off at your own expense from a specific date, for the required number of days, and you will need to indicate the reason to indicate the need for unpaid rest;
5. The date of compilation and the personal signature of the employee must be included.

An employer can refuse if:

• will consider it unimportant;
• the employee does not belong to the category where unpaid days are required by law;
• The work process does not allow the employee to be removed from the workplace at the moment.

When writing an application, please note that calendar days are indicated. At the same time, the principle of regular holidays does not apply here, when they are extended by falling holidays. In case of vacation at your own expense, they are included in the number of vacation days.

Application form for leave at your own expense

applications for leave at your own expense in doc format:

Sample application for unpaid leave 2020

A ready-made example will help you write a statement correctly.

Sample application at your own expense for family reasons:

Sample application without saving salary as a disabled person of group 3:

Sample application for leave at your own expense for several hours due to marriage registration:

The reason for vacation or time off can be different:

• for health;
• followed by dismissal;
• in connection with going to the hospital for 3 hours or going to the doctor for 3 hours.

Sample application for leave at your own expense for one day

Instructions for writing an application for time off

From the point of view of office work, the application for time off has a completely standard form and should not cause much difficulty in processing.

1. First, in the upper right corner you need to enter information about the addressee. Usually it is indicated here
   position of the head of the organization (director, general director, etc.),
2. full name of the organization, indicating its organizational and legal status (IP, LLC, ZOA, JSC),
3. last name, first name, patronymic of the director.
4. After this, information about the employee (position, company name, last name, first name, patronymic) is prepared in the same way.
5. The line just below indicates the locality where the enterprise is registered, as well as the date the application was written.
6. Then in the middle of the line you need to indicate the name of the document.
7. The main part should be devoted to the essence of the statement . Here you must enter the desired date of the additional day off and the basis for it (previously worked working hours or on account of future vacation, etc.). If an employee has an emergency need for time off, this must also be noted.
8. The application must be signed with a mandatory decryption of the signature and handed over to either the secretary or the head of the organization personally.

Application for leave at your own expense for one day

Any person may have an urgent need for one day free from work, when they need to immediately resolve some personal issues. The term “time off”, which is colloquial, in the Labor Code can be deciphered as follows:

• administrative leave for 1 day;
• not using one day from the next vacation, upcoming or “time off”;
• missing a day worked on a day off.

In any case, it is necessary to notify the employer in writing and obtain his positive resolution.

The application form is standard:

• “header” on the right edge, containing the addressee of the application and the applicant’s data;
• the title of the document “application” located in the middle of the sheet;
• text where you need to provide the date and reason for future time off;
• The filing date is indicated below and the applicant’s personal signature with a transcript is placed.

To the General Director of Niva LLC Abdullin I.I. from sales manager Lukoshkin V.Yu.

STATEMENT

I ask you to give me time off at my own expense on 04/28/2017 for personal reasons.

April 25, 2021 /Lukoshkin/ V.Yu. Lukoshkin

Application for time off for a previously worked day

It happens that employees are forced to work on a weekend or holiday in accordance with production needs, or to exceed the work schedule established for them. If an employee already has overtime, he could verbally agree in advance with his superiors when exactly it will be compensated with rest. But it is better to draw up the document in writing. If there has been no overtime, but it is planned, you can ask your boss to provide an additional day off for the required date with subsequent work off.

To the General Director of Asgard LLC Petrashevsky Anatoly Petrovich from the caretaker Leonid Iosifovich Otrivinov

STATEMENT

I ask you to provide me with a day of rest on March 25, 2021 for the time previously worked on 01/01/2017.

March 20, 2021 /Otrivinov/ L.I. Otrivinov

NOTE! If the time was not worked earlier, and a day off is still necessary, a statement must be drawn up with a mandatory indication of the reasons.

Purpose of a memo for time off

A memo for time off is an internal document of an organization aimed at informing, notifying the director or immediate head of a department about the absence of an employee during working hours, indicating the reason for granting him an unscheduled day off.

From the definition it follows that the purpose of the document is to convey information to the addressee. In addition, by registering a note, the employee confirms the fact of contacting the manager with a request for time off and receiving feedback from him.

Reference! In addition to previously worked time, other circumstances may be indicated as the reason for time off.

Imagine the situation. The department employs about 20 employees, including the head of the department. System administrator Alyanov received verbal permission to take time off from his immediate supervisor, and happily went about his business on the working day.

And the day after the day off, I received a reprimand from the director of the company for absenteeism, who on that very day needed to set up a program on the computer.

And if Alyanov had drawn up and registered his note for time off, no claims would have arisen against him, because his absence was agreed upon with his immediate supervisor.

Thus, it is not enough to just take time off from work, you need to document it.

Application for leave for family reasons

Sometimes unforeseen situations happen in life that require the participation of a working person. Sometimes they can be resolved in 1 day, sometimes it takes longer. In case of particularly valid reasons (wedding, funeral, birth of a child), the employer’s consent is not required; it is enough to notify him in time with a statement. Usually such reasons can be documented. But it is always better to obtain the consent of the person in charge.

When applying for time off(s) for family reasons, follow the usual application form accepted in your organization. Special recommendations:

• correctly formulate the reason for the future absence (do not write maxims like “I won’t be sober enough the morning after a family holiday”);
• if you do not want to indicate the reason, write “for family reasons,” but in this case, the prior consent of management is especially desirable;
• If possible, support the reason with relevant documentation (certificate, certificate, extract, etc.).

FOR YOUR INFORMATION! They have every right not to give an extraordinary day off if the employee has worked at the enterprise for less than six months, and at the same time he does not belong to preferential categories - pregnant women, those with young offspring, minors.

To the General Director of LLC "Simeriada" Lyubomirov Anton Vladimirovich from the cashier Gorodenko Lyudmila Stepanovna

STATEMENT

I request that you give me time off at my own expense on February 17, 2021 to attend my cousin’s funeral.

February 15, 2021 /Gorodenko/ L.S. Gorodenko

When can you write for leave without pay?

An employee may request time off without pay in the following cases:

• a child was born in his family;
• the employee gets married;
• someone died in the family;
• the person has the status specified in Article 128 of the Labor Code of the Russian Federation (retired, disabled, etc.);
• There are important family circumstances.

Even if there are no significant reasons for providing time off, a person can still ask for it.

To do this, an application is written addressed to the manager, then the document is reviewed by the employer and, upon approval, an order is drawn up. The employee does not receive payment for these days.

The director is obliged to release the employee in the cases prescribed in Article 128 of the Labor Code of the Russian Federation.

At the same time, family circumstances are not a reason that is mandatory for satisfying and providing time off at one’s own expense.

How to properly apply for a weekend without pay?

If an employee wants to rest or needs it for any reason, he must write an application requesting time off at his own expense.

Important note: an application is a document, and therefore it is necessary to use language specific to the law, and not colloquial expressions, which include the concept of “time off at your own expense.”

The application should write: “a day off without pay.”

This will be the correct option, which will be clear to everyone, as it is enshrined in labor legislation.

The application must indicate:

• details of the manager who makes the final decision on the application;
• details of the person on whose behalf the request is made;
• name of the paper;
• a first-person request for days off without pay;
• an indication that the applicant does not claim payment;
• specific dates when rest is needed;
• reason for the request;
• If available, supporting documents are listed;
• signature and date.

The document is quite simple. The main thing when writing it is to correctly indicate the reason for the request. This determines whether the applicant will be granted time off.

If days off are requested for the reasons set out in Article 128 of the Labor Code of the Russian Federation, then the text of the application must provide a link to this article of the law.

Sample for one or two days

An employee can request leave without pay for a long period - for example, a week, two or a month, or he can also ask for several days off.

The number of required days of rest must be indicated in the text, and the dates when time off is needed must be indicated.

Download an application for leave at your own expense for one day for family reasons - sample.

This is what the sample looks like:

Example for several hours

A person can ask for rest not only in days, but also in hours.
Often the reason for the need for a short break from work can be various circumstances.

For example, the need to go to the doctor, visit an institution, go to school or kindergarten for a meeting, send a child to school on September 1, or attend a graduation.

Usually, when an employee asks for a few hours of rest at his own expense, the employer does not refuse.

The text should indicate the date when a break from work is required, as well as the number of hours - from what hour to what hour the absence will be.

An example of such an application is presented below.

Download a sample application for time off for a few hours at your own expense.

This is what the sample looks like:

Application for time off for donating blood

A person who becomes a donor is entitled to certain social guarantees, including an additional day off. Unlike regular time off, a “donor” day is entered into the timesheet and paid as a working day. You can use this day not immediately after donating blood, but at any time by agreement with the employer.

IMPORTANT! If the day of delivery falls on a weekend, the right to an additional day of rest still remains; it can be exercised on any working day that suits the employee and his management, or it can be added to the next vacation.

It is better to submit an application for alleged participation in donation and, on this basis, release from work the day before (although the law does not oblige this), and then confirm its fact by providing a certificate in form No. 402-u.

To the General Director of Amaterasu LLC, Ruben Afanasyevich Yampolsky from accountant Tatyana Igorevna Natasova

STATEMENT

I request that you release me from my work duties on April 19, 2021 in connection with my donor function and provide me with an additional day of rest on April 20, 2017.

April 18, 2021 /Natasova/ T.I. Natasova

Application for time off due to vacation

If the employer does not mind, and production needs are not affected, the employee can ask for one or several days of rest, which can subsequently be “bited off” from the annual paid leave due. You can also use this right if there are unused days left on your vacation that has already been taken off. The duration of absence from work due to vacation cannot exceed 14 calendar days, which are subject to payment. These days can be divided into any intervals that management agrees to. It is important to follow the general rule that the indivisible compulsory part of the vacation cannot be less than 14 days.

ATTENTION! It is within the power of the manager not to agree to such time off. He has every right to do this. since such days of rest are provided only by agreement of the parties. the exception, as always, is for preferential categories of employees.

To the General Director of Inspiration LLC, Polina Konstantinovna Zarenkova, from purchasing manager Anna Valerievna Rozanova

STATEMENT

Please provide me with additional days off on March 10 and 11, 2017 as part of my regular annual paid leave.

March 5, 2021 /Rozanova/ A.V. Rozanova

1 day off due to vacation

In the absence of objections from management and production capacity, a subordinate may ask for one or even several days of time off towards the upcoming annual vacation. You can ask for one day on account of the past vacation, if there are unused days. If a person asks for one day off on vacation, then no problems arise, but if a subordinate wants to take many days off on vacation, then the Labor Code of the Russian Federation must be followed. The number of days for which a subordinate wants to take time off cannot be more than 14. Considering that the minimum vacation, according to the Labor Code of the Russian Federation, is 28 days, the indivisible indispensable part of the vacation may not be less than 14 days.

Note : Giving time off for annual rest is the right of the boss, and not his responsibility, therefore he has the right not to provide time off to a subordinate. The exception is preferential staff.

Example of an application for time off for 1 day due to vacation

In the header of the application, the information of the employer is entered, and then the author of the request:

"To the Head of OJSC "Svet"

Semenov Ignat Petrovich from occupational safety engineer Vladimir Nikolaevich Ovsyannikov"

In the center of the line we write:

"STATEMENT"

Next, fill in the main part of the request:

“I ask you to give me a day off on September 6, 2021, on account of the upcoming annual leave that is due to me in December of this year.”

Filling out the form is completed with the signature of the author and the date of completion:

“September 3, 2021 Ovsyannikov / V. N. Ovsyannikov/”