How to refuse a leave request
There comes a time when you might need to refuse a leave request. It might be that approving the leave would negatively impact the running of the practice, violate practice policies or when not enough notice has been given by the employee.
Refusing leave requests can be a delicate process, but some common situations in which a leave request may be denied could include:
- Operational needs – when an employee’s absence could disrupt essential practice operations, especially during busy periods.
- Insufficient coverage – if other team members are already on leave or if there is no one available to cover the employee during their absence.
- Non-compliance with notice requirements – if an employee fails to provide sufficient notice for the leave request as per policy.
- Excessive leave already taken – if an employee has already taken significant amounts of leave or has exhausted their allocated leave for the year.
- Leave request conflicts with other scheduled leave – if approving the leave request would cause overlapping absences with others whose leave has already been approved.
In the event leave is unapproved it is important to communicate the reason for denial clearly and fairly as well as offering possible alternatives where feasible.
- Be clear and honest – provide a clear and valid reason for denying the request. If the leave is denied due to operational needs or conflicts with other employee’s schedules, explain this politely.
- Offer alternatives – if possible, suggest alternative dates or a compromise showing the practice is open to finding a solution.
- Acknowledge the leave request – show empathy and acknowledge their situation. People appreciate then their request is recognised, even if it is not approved.
- Stick to your practice policy – if the practice policy dictates the denial, refer to which policy. This takes the personal aspect out of the decision and reinforces consistency.
- Be professional and polite – maintain a positive tone. This ensures the employee feels respected, even when their request is denied.
Professionalism and a clear explanation can soften the impact of saying no while keeping the practice environment harmonious.
For further guidance on how to go through this process you can contact the AMA Queensland Workplace Relations Team on 07 3872 2264 or email us at workplacerelations@amaq.com