Managing employees effectively goes beyond assigning tasks—it also means respecting their need for rest and personal time. Annual leave is a vital part of work-life balance. Whether in the UAE, or the wider Middle East, every employee looks forward to time off to recharge, spend with family, or attend to personal obligations.
In this guide, we’ll explain the importance of annual leave, how to write a professional leave request email/letter, provide templates and examples, and show how HR software like Token Talent simplifies the entire process.
Why Annual Leave Matters for Employees & Employers
Annual leave is more than just paid time off—it ensures:
- Better mental health & reduced stress
- Improved job satisfaction and productivity
- Stronger employee engagement and retention
In Saudi Arabia and UAE labour laws, annual leave is a legal entitlement, with most employees eligible for 21–30 days of paid leave per year (depending on service length). Respecting this entitlement builds trust, loyalty, and harmony in the workplace.
With Token Talent HRMS, companies can easily track leave balances, calculate entitlements, and approve requests online, ensuring transparency and compliance with regional labour laws.
What is an Annual Leave Request Email/Letter?
An annual leave request is the formal process of asking for time off. It may be submitted as:
- An email to the manager or HR department.
- A letter (more common in traditional workplaces).
- An HR system request via platforms like Token Talent.
A strong annual leave notice ensures proper communication and smooth workflow planning.
How to Write an Annual Leave Request
A well-structured request includes:
- Introduction → Greet your manager formally.
- Clear Purpose → State that you’re requesting annual leave.
- Leave Dates → Specify start and end dates.
- Reason (Optional) → Briefly mention vacation, family time, or personal obligations.
- Task Handover → Assure smooth coverage of duties.
- Emergency Contact → Share a way to reach you.
- Polite Closing → End with gratitude.
Annual Leave Request Templates
Email Template
Subject: Annual Leave Request
Dear [Manager’s Name],
I am writing to request annual leave from [Start Date] to [End Date]. During this period, I have arranged for [Colleague’s Name] to manage my tasks.
If needed, I can be reached at [Your Contact]. I appreciate your kind consideration of my request.
Best regards,
[Your Name]
Letter Template
Dear [Supervisor’s Name],
I wish to formally apply for annual leave from [Start Date] to [End Date]. I have coordinated with [Colleague’s Name] to ensure my duties are managed during my absence.
This leave is within my entitled balance, and I have prepared my workload accordingly.
Thank you for considering my request.
Sincerely,
[Your Full Name]
[Your Job Title]
Annual Leave Policies in Pakistan, UAE & Middle East
- UAE Labour Law (2022) → Employees with over 1 year of service are entitled to 30 calendar days of annual leave.
- Saudi Arabia → 21 days annual leave (increases to 30 after 5 years).
- Pakistan → Employees are entitled to 14 consecutive days of annual leave after 1 year of continuous service.
- Qatar, Oman, Kuwait → Entitlements vary but usually range from 21–30 days per year.
Employers in the Middle East must align leave policies with local laws while ensuring fairness and flexibility.
Role of HR Software in Annual Leave Management
Manual tracking of leave balances and approvals can be overwhelming. Token Talent HR software makes it effortless by offering:
- Automated leave balance tracking
- Instant approvals aligned with labour laws
- Employee self-service for requests
- Reports on absenteeism and turnover
- Secure cloud-based records
This ensures compliance, reduces administrative burden, and improves employee satisfaction.
Tips for Smooth Annual Leave Requests
- Plan in advance and apply early.
- Review company leave policy.
- Inform your team to prevent workload issues.
- Keep communication professional and polite.
- Use HR software like Token Talent for faster approvals.
Final Thoughts
Annual leave is not just a break—it’s an investment in employee well-being, productivity, and loyalty. By drafting clear requests and adopting smart leave management tools like Token Talent, organizations in Pakistan, UAE, and the Middle East can ensure smooth workflows while supporting their people’s mental and emotional health.
