How to write an application for an administrative day sample

How to write an application for leave for 1 day

In order to leave work, the subordinate is obliged to notify the employer of his intention the day before (several days in advance) by submitting a request, and the head of the institution, after a positive decision, is obliged to issue an order to allocate time off according to the request.
Considering that the regulations do not define the deadlines for submitting a request for time off, such a request can be submitted even on the day of going on leave; however, in this case, if there is no serious reason, the consent of the boss may be problematic.

If a subordinate goes on leave without authorization, he may be counted as absenteeism, with a disciplinary sanction, up to and including expulsion from work, if such a violation is repeated several times. The only justification for such absence from work may be an explanatory letter from the subordinate, providing documentary evidence of valid arguments for the absence and a promise to work off his time off on an off-hour day.

As mentioned above, there is no standard approved template for a request for time off, so a subordinate has the right to draw it up in any style, albeit in compliance with the procedure for drawing up official business documents.

The application must contain:

• Name of the institution.
• Information about the boss
• Colleague information.

The form also displays the reason that forces the subordinate to ask for time off and the date when he wants to leave the workplace. It is not necessary to state the reason, however, if the absence is related to the birth of a baby, a wedding ceremony, funeral, etc., then it is better to reflect this, since in this case the boss is prohibited by law from not releasing the subordinate.

When filling out an application for time off, you first need to take a blank piece of A4 paper. If it is customary for an institution to draw up official documents on company letterhead, then you need to contact the personnel officer to purchase such paper.

The form must be started by placing data about the addressee at the top of the page on the right, displaying the position of the head of the company, its full name, displaying the legal status (OJSC, LLC or individual entrepreneur) and full name. boss

According to the addressee's data, information about the subordinate is posted, displaying the position, name of the structural department, full name. employee.

The next point is to place the name of the request in the middle of the line (in this case, “Application”).

Below is the main section of the document, which is devoted to the essence of the request. In this part of the form, you need to display the date when the subordinate wants to leave work, and the reason (on account of previously worked extra-curricular time or on account of current vacation, etc.). If a subordinate urgently needs to take time off, then this also needs to be displayed.

Having completed the descriptive part of the request, the author of the request must sign the document and enter the date of its preparation.

The completed form must be submitted to the reception or personnel officer for further movement through the office offices.

Instructions for writing an application

There is no approved form for writing this application. However, it is worth adhering to the generally accepted structure of official documents:

• The header of the application should be on the right side of the top of the sheet. Here you need to indicate the name and position of the manager to whom the document is sent. The applicant's details are also indicated;
• the phrase “Statement” should be located in the center of the page;
• Below is the main text of the statement. Here you need to indicate for what period you are asking for free leave. Please indicate for what purpose you will need time off. Write down exactly the date from which you will need to be absent;
• The applicant's signature is affixed at the bottom of the document. You also need to enter the date of application here.

Although the director does not have the right to additionally demand supporting documents, the employee is still recommended to provide them. This way he can confirm his good reason, which significantly increases the likelihood of a positive response. It is enough to attach photocopies of such documents to the application.

Only after the manager issues an order allowing time off, the employee may not go to work. Without this order, the employee’s absence will be considered absenteeism, for which punishment is due. Do not try to negotiate time off days retroactively. It is better to ask your manager for time off a few days before the day off.

Often, in an employment contract concluded when applying for a job, both parties indicate a list of reasons why they can take time off. If your reason is not specified in the contract, you need to know that the boss has every right to refuse your request, for example, when production is busy, there is a shortage of employees, etc. In general, the manager is not obliged to explain the reason for his refusal. Although practice shows that free weekends are rarely included in an employment contract.

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/”

Submission deadline

Many personnel officers have a question about how many days in advance an application for leave at their own expense is written, given that this aspect is not covered by law.

Meanwhile, the norms of the Labor Code of the Russian Federation give employers the opportunity to regulate some of the nuances of labor activity through the publication of local acts. That is, in the same collective agreement it can be stated that in order to apply for administrative leave, an application must be submitted 1-2 days in advance.

Is it possible to apply retroactively?

Execution of any types of documents, including applications, retroactively is not provided for by law and, accordingly, is not permitted. However, this does not prevent many companies from taking vacations at their own expense on the day the employee is absent or even on the next day.

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Vacation

Applications for leave for 1 day at your own expense

Sometimes an event may occur when the urgent presence of a working person is necessary to resolve a problem, and he is at work.
The employee is forced to take time off from work. According to the Labor Code of the Russian Federation, a subordinate can use the following types of time off:

1. Receiving administrative leave for 1 day.
2. Receipt of one day towards annual leave, due or not fully used.
3. Allocating time off to account for days worked outside of school hours.

Regardless of the chosen type of time off, you must submit a written request to the head of the company and wait for a positive decision. If the subordinate is on good terms with his superiors, then taking a day off at his own expense will not be a problem. You just need to send your request in a timely manner.

The form of this document is standard:

• On the right side of the page, at the top there is a “header”, which displays the data of the head of the company, where the petitioner works and the data of the author of the letter.
• The name of the form “Application” is located below.
• Next, fill out the text part of the request, in which you need to display the date of leave and the reason for which the specialist needs to leave.
• Finally, the date of completion and the signature of the applicant with a transcript are displayed.

Example of an application for leave for 1 day at your own expense

As in previous applications, the information of the employer and then the author of the request are entered in the “header” of the form:

“To the Head of JSC Temp”

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:

“Please give me 1 day off at your own expense on September 6, 2019 for personal reasons.”

or:

“I ask you to grant me leave without pay on 09/06/2019 in connection with a mandatory visit to the utility company.”

The letter ends with the signature of the author and the date it was filled out:

“09/03/2019 Ovsyannikov / V. N. Ovsyannikov/”

In what cases is it issued?

Administrative leave is issued in any situation when a person needs to solve a family or other serious problem. The Labor Code does not specify the reasons, but simply indicates to employers the need to release an employee for a few days for the sake of “family circumstances and other valid reasons.”

Possible grounds for absence:

• wedding;
• birth of a child;
• death of a family member;
• moving;
• need to be present in court.

In some cases, administrative leave is issued to part-time workers who were unable to coordinate the schedules of their main and second jobs.

Duration

The duration is determined by the circumstances forcing the employee to take days at his own expense. For example, if an employee wants to attend a child’s graduation at school, one day is enough for her. And if an employee needs to go to a neighboring region to help a relative move, it will take 2-3 days.

The statement should describe in general terms the reasons for the absence or communicate them to management personally. This will help your boss understand how long and why you need to be away from work.

The Labor Code allows absence for up to 5 days in a row, but in agreement with management.

Certain categories of employees are allowed longer absences at their own expense. This is due to their past achievements, marital status, age and health:

• working pensioners - up to 2 weeks per year;
• spouses of military personnel and internal affairs bodies - up to 2 weeks per year;
• WWII veterans - 35 days a year;
• working disabled people - 60 days.

Application for leave for family reasons for 1 day

A working person spends most of the day at work, paying little attention to his family.
However, sometimes unforeseen events may occur that require his participation. Family problems that arise can sometimes be resolved in a day, but sometimes it will take more time. This may include situations such as (wedding ceremonies, funeral arrangements, meeting a relative with a newborn baby in the maternity hospital).

To take time off, the consent of the boss is not necessary; it is enough to notify him in a timely manner by submitting a request. Usually, in these circumstances, time off is documented. But, in order not to destroy relations with your superiors, it is better to obtain the consent of the official.

The sample request for time off for family reasons is the same as a similar document for other situations. Specific recommendations include the following:

• It is necessary to correctly formulate the reason for removal from work (briefly and clearly). If possible, bring supporting documentation.
• If you don’t want to explain the reason, then you can get by with the phrase “for family reasons,” but then you’ll have to tearfully ask your manager for a favor.

Note : Only persons who have worked for the company for more than 6 months receive the right to extraordinary time off. Exceptions include beneficiaries in accordance with the Labor Code of the Russian Federation.

Sample application

For parental leave for 1 day

Russian labor legislation provides many benefits to parents supporting young children.
One of these social benefits includes leave to support a child up to 3 years old. To receive it, you need to send a petition to the management of the company where the parent works. It is advisable for a parent who wants to go on parental leave to reach an agreement with the company’s management in advance. Receipt of leave must be documented. Parents need to know how to fill out the request correctly, otherwise management may reject the request.

An application for leave for up to 3 years is submitted at the place of employment of the parent who provides care for the child. Labor legislation stipulates that this leave is issued from the time of birth of the baby until he reaches 3 years of age.

The legislator, approving this provision, assumed that the parent of a newborn baby should write only one application for leave immediately after the birth of the baby. In practice, this is not the situation - mothers apply for leave for up to 1.5 years, and then it is extended.

Let's look at what the request should look like.

Such a request is no different from other similar forms. It consists of the same structure: “header”, title of the form, content section and conclusion. When filling it out, the following rules must be observed:

1. The petition is written on a standard A4 sheet, either manually, or on a PC with a printout.
2. On the right side at the top you need to fill in the data: to whom the letter is being sent (position, company name with legal status displayed, full name).
3. Then information about the parent who wants to go on vacation (position, structural department, full name).
4. Next, the name of the form “Application” is written in the center of the line of the page.
5. The next paragraph contains the content of the form, which indicates a request for parental leave. It is advisable to indicate the initials of the son/daughter and the time of birth in parentheses. You also need to display the duration of the vacation.
6. In addition, you must ask for the appropriate allowance for the parent.
7. Finally, the form is signed by the applicant and the date of the request is indicated.

In addition to the petition, additional documents must be attached to the place of work confirming the right to be allocated such leave. These include:

1. A photocopy of the baby's birth certificate. There is no need to certify the copy, just show the original.
2. A certificate from the spouse’s work stating that he did not receive similar leave and benefits. The certificate is written in a free style and is confirmed by the signature and seal of the company. If a person works for several companies, then such a certificate is provided from each company.

There is no need to provide any further documents. This list is determined by the standards of the Russian Federation.

Note. An application under 3 years of age can be submitted at any time before the child turns 3 years old.

The application submission date may be:

• From the day of birth – for unemployed persons.
• From the date of the end of maternity leave - for working persons.
• From the date of expiration of 1.5 years, if before that the application for leave was submitted for 1.5 years.
• From 1.5 to 3 years, if the baby’s parent works temporarily, interrupting care.

Note : It is advisable to make all applications for child care in 2 copies and always register it in the journal of incoming documents. The parent's copy must have a registration mark and form number.

The authorities do not have the right to refuse to accept the request, as well as to grant such leave. To avoid misunderstandings, it is better if the request for parental leave is submitted immediately after the end of maternity leave.

In any case, if the child’s parent wants to start working ahead of schedule, he can do this at any time.

What does labor law say?

Personnel must be provided with annual leave while maintaining their place of work and average earnings (Article 114 of the Labor Code of the Russian Federation). According to Art. 122 Labor Code of the Russian Federation:

• the employee must be provided with paid leave annually;
• the employee has the right to take vacation for the first year of work after 6 months from the date of employment (or earlier, if agreed with management).

Art. 125 of the Labor Code of the Russian Federation allows annual paid leave to be divided into parts. The duration of at least one of the parts must be at least 14 calendar days, and the duration of the remaining parts of the vacation can be any. Breaking the leave into parts is possible with prior agreement between the employer and the hired employee.

The legislation approves certain categories of citizens who cannot be denied leave at their own expense (pensioners, disabled people, etc.). Otherwise, they have the right to contact the labor inspectorate to protect their rights. The full list of beneficiaries is indicated in Art. 128 Labor Code of the Russian Federation.