WHAT TO SAY · TEAM CHANGES
How to tell an employee their leave request is declined
Declining leave feels personal, so explain the reason and offer alternatives. Being consistent about how requests are decided matters more than any single answer.
Before you start
- Check the leave policy and how clashing requests are decided.
- Find at least one alternative date or arrangement.
The script
- OPEN WITH
[Name], about your leave request for [dates].
I cannot approve those dates, because [two others are already off / it is our busiest week].
Could [alternative dates] work, or part of the time?
I know this is frustrating. Going forward, requests are decided by [first come / rota], so it is fair across the team.
Replace the [brackets] with real details. Say it in your own words; the structure matters more than the exact wording.
If they say…
“It is for a family event.”
Thank you for telling me. Let me see what we can do for that specific day, even if the full week is not possible.
What to avoid
- Leaving the request unanswered for weeks.
- Different rules for favourites.