Leave Application Form (Malaysia)
LEAVE APPLICATION FORM
Employment Act 1955 (Act 265) | Employment (Amendment) Act 2022
Employee Details
SECTION A: EMPLOYEE DETAILS
Employee Name: [Employee Name]
Employee ID: [Employee ID]
Department: [Department]
Designation: [Designation]
Date Joined: [Date Joined]
Leave Details
SECTION B: LEAVE DETAILS
Type of Leave: [Leave Type]
Leave Start Date: [Leave Start Date]
Leave End Date: [Leave End Date]
Total Days Applied: [Total Days] day(s)
Half-Day Leave: [Half Day]
Reason: [Reason]
Supporting Document Attached: [Supporting Document]
Leave Balance
SECTION C: LEAVE BALANCE
Leave Balance Before Application: [Leave Balance Before] day(s)
Projected Balance After Approval: [Leave Balance After] day(s)
Colleague Covering Duties: [Covering Colleague]
Date of Application: [Application Date]
SECTION D: DECLARATIONS
I, [Employee Name], hereby declare that the information provided above is true and correct. I confirm that I have sufficient leave balance for this application (or acknowledge that this is an unpaid leave request). I undertake to submit all required supporting documents within 48 hours of my return to work.
Employee Signature: _______________________ Date: _______________
SECTION E: SUPERVISOR / HR APPROVAL
[ ] Approved [ ] Deferred to: _______________ [ ] Rejected (Reason: _______________)
Supervisor Name: _______________________ Signature: _______________________ Date: _______________
HR Manager Signature: _______________________ Date: _______________
Employee
________________
Signature
Supervisor
________________
Signature
What Is a Leave Application Form (Malaysia)?
A Leave Application Form in Malaysia sets out the particulars an applicant must provide to obtain the approval concerned.
The Employment Act 1955, as amended by the Employment (Amendment) Act 2022 (effective 1 January 2023), expanded leave entitlements significantly. Employees with fewer than two years of service are entitled to eight days of annual leave; those with two to five years receive twelve days; and those with more than five years receive sixteen days. Sick leave entitlement ranges from fourteen days per year (less than two years' service) to eighteen days (more than five years' service), with hospitalisation entitlement of up to sixty days per year under Section 60F(1).
The Department of Labour Peninsular Malaysia (JTKSM), operating under the Ministry of Human Resources (MOHR), enforces Employment Act compliance through the Labour Court established under Section 69 of the Act. Employers who fail to grant statutory leave entitlements or who make unauthorised deductions from wages for leave taken commit an offence under Section 99A of the Employment Act 1955, attracting fines of up to RM50,000.
A Leave Application Form differs from a Medical Certificate, which is the supporting document issued by a registered medical practitioner under the Medical Act 1971 (Act 50) to substantiate sick leave claims. The Leave Application Form is the administrative vehicle; the medical certificate is the evidentiary support. Both documents together satisfy the requirements of Section 60F(3), which conditions sick leave entitlement on examination by a registered medical officer or medical practitioner.
Private sector employees in Malaysia are also entitled to paternity leave of three days under Section 60FA of the Employment Act 1955, as inserted by the 2022 Amendment. The Leave Application Form should capture all leave types in a single standardised format to support payroll processing under the Wages Council Act 1947 and to support EPF (Employees Provident Fund) and SOCSO (Social Security Organisation) contribution calculations where salary deductions apply.
The legal framework governing the Leave Application Form (Malaysia) in Malaysia draws on several key statutes and regulatory bodies. Under Malaysian law, the Contracts Act 1950 (Act 136) governs contractual obligations. The Companies Act 2016 (Act 777) regulates corporate entities through the Companies Commission of Malaysia (SSM). The Employment Act 1955 (Act 265) and the Department of Labour govern employment matters. The Personal Data Protection Act 2010 (Act 709) and the Personal Data Protection Department protect personal data. The Inland Revenue Board of Malaysia (LHDN) administers tax obligations. The Industrial Court adjudicates employment disputes under the Industrial Relations Act 1967 (Act 177). Parties executing a Leave Application Form (Malaysia) in Malaysia should confirm the document reflects current law, including any amendments enacted since the original drafting date. The Employment Act 1955 (Act 265) sets the foundational requirements.
When Do You Need a Leave Application Form (Malaysia)?
A Leave Application Form in Malaysia is required whenever an employee formally requests time off work and the employer needs a documented record for payroll, HR administration, and statutory compliance.
A Leave Application Form is needed when an employee wishes to take annual leave under Section 60E of the Employment Act 1955. The employer must grant statutory annual leave within twelve months of the leave becoming due, and a written application creates the administrative trail required for payroll processing and the HRDF (Human Resources Development Fund) levy administration.
A Leave Application Form is required when an employee is absent due to illness and the employer requires written documentation to record the sick leave against the employee's entitlement under Section 60F of the Employment Act 1955. The form, supported by a medical certificate from a registered medical practitioner, prevents the absence from being classified as absent without leave (AWOL) under the company's disciplinary policy.
A Leave Application Form is needed for emergency leave or compassionate leave, which are typically provided under company policy rather than statute. Without a completed form, the employer has no written basis to authorise paid absence or to record the leave type correctly for LHDN (Inland Revenue Board of Malaysia) payroll tax purposes.
A Leave Application Form is required in the manufacturing and construction sectors whenever an employee on shift work or roster duty requests leave, as Section 60C of the Employment Act 1955 restricts the employer's ability to require work on rest days without additional compensation, and leave records must reconcile with roster obligations.
A Leave Application Form is needed when an employee applies for unpaid leave, which falls outside statutory entitlements but requires mutual written agreement to avoid disputes over wage deductions and continuity of EPF contributions under the Employees Provident Fund Act 1991 (Act 452).
What to Include in Your Leave Application Form (Malaysia)
A Malaysia-compliant Leave Application Form must contain the following essential elements to satisfy Employment Act 1955 record-keeping requirements and employer HR policy.
Employee identification: Full name, employee identification number, department, designation, and date of joining. The date of joining determines leave entitlement quantum under Section 60E of the Employment Act 1955, as entitlements tier by length of service.
Leave type: A clear selection between annual leave (cuti tahunan), sick leave (cuti sakit), hospitalisation leave, maternity leave, paternity leave, emergency/compassionate leave, and unpaid leave. Each category carries distinct statutory entitlements under the Employment Act 1955 and has different payroll treatment under the Income Tax Act 1967 (Act 53).
Leave dates and duration: Specific start date, end date, and total number of days applied for, formatted as DD/MM/YYYY in accordance with Malaysian administrative convention. The form should distinguish between half-day and full-day applications, as the Employment Act 1955 does not prescribe half-day leave but many employers provide it under contract.
Leave balance: Current leave balance before application and projected balance after approval. Employers in Malaysia are required under Section 60K of the Employment Act 1955 to maintain a wages register and records of leave entitlements, and the leave form supports compliance with this obligation.
Reason and supporting documents: A brief statement of reason and a field indicating whether supporting documents (medical certificate under Medical Act 1971, hospitalisation letter, death certificate for compassionate leave) are attached.
Work handover details: Name of the colleague covering duties during absence. This field is particularly important in sectors regulated by the Industrial Relations Act 1967 (Act 177), where unresolved operational gaps during leave may give rise to disciplinary proceedings.
Supervisor and HR approval: Signature lines for the immediate supervisor and HR manager, with dates. Approval workflow must be completed before leave commences except for emergency or sick leave, where retrospective approval is permitted under standard practice endorsed by the Industrial Court of Malaysia.
Additional compliance elements for a Leave Application Form (Malaysia) used in Malaysia include: Under Malaysian law, the Contracts Act 1950 (Act 136) governs contractual obligations. The Companies Act 2016 (Act 777) regulates corporate entities through the Companies Commission of Malaysia (SSM). The Employment Act 1955 (Act 265) and the Department of Labour govern employment matters. The Personal Data Protection Act 2010 (Act 709) and the Personal Data Protection Department protect personal data. The Inland Revenue Board of Malaysia (LHDN) administers tax obligations. The Industrial Court adjudicates employment disputes under the Industrial Relations Act 1967 (Act 177). Forms-legal.com provides this template as a starting point for Malaysia-compliant documentation.
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Reference this free template in an article, syllabus, or research note:
Forms Legal. (2026). Leave Application Form (Malaysia) (Malaysia) [Legal document template]. Forms Legal. https://forms-legal.com/malaysia/employment/forms/leave-application-form-malaysia
"Leave Application Form (Malaysia) (Malaysia)." Forms Legal, 2026, https://forms-legal.com/malaysia/employment/forms/leave-application-form-malaysia.
@misc{formslegal-leave-application-form-malaysia,
author = {{Forms Legal}},
title = {Leave Application Form (Malaysia) (Malaysia)},
year = {2026},
howpublished = {\url{https://forms-legal.com/malaysia/employment/forms/leave-application-form-malaysia}},
note = {Free legal document template. Based on Employment Act 1955 (Act 265)}
}
Frequently Asked Questions
Under Section 60E of the Employment Act 1955 (Act 265), an employee's annual leave entitlement depends on length of service. Employees with fewer than two years of continuous service are entitled to eight days of annual leave per year. Employees with two to five years of service receive twelve days, and those with more than five years of service receive sixteen days. These are statutory minimums applicable to employees earning up to RM4,000 per month; employment contracts, collective agreements under the Industrial Relations Act 1967, or company policy may provide higher entitlements. The Employment (Amendment) Act 2022, which took effect on 1 January 2023, did not alter annual leave quantum but expanded other entitlements including paternity leave. Unused annual leave may be carried forward or forfeited depending on company policy, provided the employer grants the leave within twelve months of it becoming due under Section 60E(3).
An employer in Malaysia may decline or defer a leave application on operational grounds, but cannot permanently deny statutory annual leave entitlements under Section 60E of the Employment Act 1955. The Employment Act does not specify the notice period an employee must give when applying for leave, leaving this to company policy and the terms of the employment contract. However, for sick leave, an employer cannot reject a valid medical certificate issued by a registered medical practitioner under the Medical Act 1971 — doing so and classifying the absence as AWOL (absent without leave) may constitute constructive dismissal under Section 20 of the Industrial Relations Act 1967, as the Industrial Court of Malaysia has held in multiple cases. Employers who consistently prevent employees from taking statutory annual leave risk a Labour Court complaint under Section 69B of the Employment Act 1955 and fines under Section 99A.
Sick leave in Malaysia is fully paid at the employee's normal daily rate of pay, provided the employee is examined by a registered medical practitioner or medical officer under Section 60F of the Employment Act 1955 and the resulting sick leave certificate covers the days of absence. The entitlement is fourteen days per year for employees with fewer than two years of service, eighteen days for two to five years, and twenty-two days for more than five years, in addition to up to sixty days of paid hospitalisation leave per year. Sick leave pay is calculated as basic salary divided by the number of working days in the month, following the formula under the Employment (Amendment) Regulations 2012. SOCSO (Social Security Organisation) under the Employees Social Security Act 1969 (Act 4) may provide replacement income under Employment Injury Insurance Scheme benefits for injuries sustained at work, separate from the Employment Act entitlement.
Paternity leave in Malaysia was introduced by the Employment (Amendment) Act 2022, which inserted Section 60FA into the Employment Act 1955 with effect from 1 January 2023. Male employees who have been employed for at least twelve months and whose spouse has delivered a child are entitled to seven days of paid paternity leave for up to five confinements. Prior to the 2022 Amendment, paternity leave was not a statutory right under the Employment Act 1955, though many employers provided it voluntarily. The paternity leave entitlement applies to employees covered by the Employment Act 1955 — generally those earning up to RM4,000 per month — and may be extended by employment contract or collective agreement under the Industrial Relations Act 1967. The leave must be taken consecutively and must commence from the date of confinement, subject to company policy on advance notice.
Under the Employment Act 1955, no specific form is mandated for sick leave applications, but employers in Malaysia almost universally require a completed leave application form accompanied by a medical certificate from a registered medical practitioner under the Medical Act 1971 (Act 50). Section 60F(3) of the Employment Act 1955 conditions entitlement to paid sick leave on the employee having been examined by a registered medical officer or medical practitioner at a clinic or hospital. The medical certificate must be submitted to the employer within a reasonable time — typically 48 hours of return to work under standard HR policy. Failure to submit the certificate allows the employer to classify the absence as unauthorised, which may trigger disciplinary proceedings under the company's Code of Conduct. For hospitalisation, the discharge summary from a registered hospital licensed under the Private Healthcare Facilities and Services Act 1998 (Act 586) serves as the supporting document.
The Employment Act 1955 does not expressly provide for encashment of annual leave as a general entitlement, but Section 60E(6) requires that an employer pay an employee for any accrued and untaken annual leave upon termination of employment, calculated at the employee's ordinary rate of pay. During employment, whether accumulated leave can be encashed depends entirely on the terms of the employment contract or collective agreement under the Industrial Relations Act 1967 — there is no statutory right to encash annual leave while in service. The Income Tax Act 1967 (Act 53) treats leave encashment received upon termination as employment income subject to income tax under Schedule 1. Employers must report leave encashment payments in the EA Form (Borang EA) submitted to LHDN (Lembaga Hasil Dalam Negeri) annually under Section 83 of the Income Tax Act 1967.
This template is provided for informational purposes only and does not constitute legal advice. Laws vary by jurisdiction and change over time. Consult a qualified attorney for advice specific to your situation.Full disclaimer
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