Leave request form template for employees in Saudi Arabia
A leave request form is the document an employee uses to ask for leave and the manager uses to approve it. This leave request form covers every leave type in the Saudi Labour Law, the dates and number of days, the remaining balance, the handover and, for expatriates travelling, the exit and re-entry visa, followed by manager and HR approval.
Replace everything in [square brackets] with your details.
[Company name]
Leave Request Form
Request number: [Number]
Date of request: [DD/MM/YYYY]
Part 1: Employee details
Name: [Employee full name]
Employee number: [Employee number]
Job title: [Job title]
Department: [Department]
Direct manager: [Manager’s name]
Start date with the company: [DD/MM/YYYY]
Part 2: Type of leave
[ ] Annual leave
[ ] Sick leave (attach the medical certificate)
[ ] Hajj leave
[ ] Marriage leave
[ ] Birth of a child
[ ] Bereavement (relationship: [Relationship])
[ ] Exam leave (attach supporting documents)
[ ] Maternity leave (attach the medical certificate with the expected date of birth)
[ ] Unpaid leave
[ ] Other: [Specify]
Part 3: Dates
From: [DD/MM/YYYY]
To: [DD/MM/YYYY]
Number of days: [Number]
Date of return to work: [DD/MM/YYYY]
Reason or notes: [Notes]
Part 4: Travel (for travel abroad)
Destination: [Country]
Exit and re-entry visa needed: [Yes / No]
Contact number during leave: [Number]
Part 5: Handover
Work handed over to: [Colleague’s name and title]
Pending tasks: [Main pending tasks]
Employee signature: [Signature]
Part 6: Manager’s decision
[ ] Approved [ ] Approved with different dates: [Dates] [ ] Declined
Reason if not approved as requested: [Reason]
Manager name and signature: [Name and signature]
Date: [DD/MM/YYYY]
Part 7: HR use
Balance before this leave: [Number] days
Days deducted: [Number] days
Balance after this leave: [Number] days
Leave pay paid in advance: [Yes / No / Not applicable]
Recorded by: [Name and signature]
Date: [DD/MM/YYYY]
When to use it
Use it for all leave that can be planned, and to record leave that could not be planned, such as sick or bereavement leave, as soon as possible after it starts. It gives the manager what they need to decide, and HR what it needs for the balance and payroll.
How to fill it in
- Choose one leave type per form, because each has its own rules and pay.
- Count the days as your leave policy does, and check the balance first with the Saudi leave calculator.
- Attach the evidence the type needs: a medical certificate for sick or maternity leave, documents for marriage, birth, bereavement or exams.
- Plan the handover before the leave starts.
- For expatriates travelling, start the exit and re-entry visa early.
Legal points to keep in mind
- Annual leave is at least 21 days, 30 after five consecutive years, paid in advance, and the employer sets the dates with at least 30 days’ notice (Article 109).
- Hajj leave is 10 to 15 days, once, after two consecutive years of service (Article 114).
- Marriage is 5 days, birth of a child 3 days within 7 days of the birth, and bereavement 5 days for a spouse, parent or child and 3 days for a brother or sister (Article 113 as amended in 2025).
- Sick leave within a year: 30 days on full pay, 60 at three quarters, 30 unpaid (Article 117).
- Unpaid leave is by agreement, and the contract is suspended for any part beyond 20 days unless agreed otherwise (Article 116).
Common mistakes
- Approving leave by message with nothing recorded, so the balance and payroll are wrong.
- Counting Hajj or bereavement leave against annual leave.
- Forgetting that leave pay for annual leave is paid in advance.
In RafiqHR, employees request leave from the app or by asking Rafiq AI, managers approve it on the phone, and the balance and payroll update from the same record.
Frequently asked questions
How far in advance should leave be requested?
The Labour Law leaves the timing of annual leave to the employer, who must notify the employee of the leave date at least 30 days in advance (Article 109). Most companies set a notice period for requests in their leave policy. Exam leave must be requested at least 15 days ahead (Article 115).
Can an employer refuse a leave request?
The employer sets annual leave dates according to the needs of the work, so a request for particular dates can be declined or moved, but the employee keeps the entitlement. Leave that follows an event, such as bereavement, birth or proven sickness, is a right once its conditions are met.
Does an expatriate employee need anything else before travelling on leave?
Yes. A non-Saudi employee travelling abroad needs an exit and re-entry visa issued by the employer through the government platforms, with the iqama valid for the trip.
This is general information to help you understand the topic. It is not legal advice. Rules and rates change: always check the official text on the relevant authority’s platform and consult a qualified adviser before acting.
