Leave Application Form (Philippines)
LEAVE APPLICATION FORM
Labor Code of the Philippines (PD 442) | RA 11210 | RA 8187 | RA 8972 | RA 9262
Company / Employer: [Company Name]
Date of Application: [Application Date]
EMPLOYEE INFORMATION
Employee Name: [Employee Name]
Employee ID: [Employee ID]
Department: [Department]
Position: [Position]
Immediate Supervisor: [Supervisor Name]
LEAVE DETAILS
Type of Leave: [Leave Type]
Leave Start Date: [Date From]
Leave End Date: [Date To]
Total Working Days: [Total Days]
Half-Day Leave: [Half Day]
Current Leave Balance: [Leave Balance] days
REASON FOR LEAVE
[Reason]
EMPLOYEE UNDERTAKING
I, [Employee Name], hereby apply for the leave indicated above. I certify that the information provided is true and correct. I understand that my absence during the applied leave period is subject to approval by my immediate supervisor, and that any absence without approved leave may be treated as Absent Without Official Leave (AWOL) under the company's disciplinary policy and the twin-notice rule of the Labor Code (PD 442).
For maternity leave under RA 11210, I confirm that the SSS Maternity Notification has been filed with the Social Security System (SSS). For solo parent leave under RA 8972, I confirm that my DSWD Solo Parent Identification Card is valid and attached. For paternity leave under RA 8187, I confirm that the birth of my child has been registered or is expected within the qualifying period.
APPROVAL
Immediate Supervisor: ___________________________ Date: _______________
Remarks: _____________________________________________________________
HR Department: ______________________________ Date: _______________
Leave Balance After Approval: _________________ days
Employee
________________
Signature
Supervisor
________________
Signature
What Is a Leave Application Form (Philippines)?
A Leave Application Form in the Philippines sets out the particulars the recipient needs to deal with the request, in a structured and reviewable form.
Under Book III, Title I of the Labor Code (PD 442), all employees in the private sector who have rendered at least one year of service are entitled to a minimum of five days of Service Incentive Leave (SIL) per year, which may be used as vacation or sick leave. Beyond the statutory SIL, many Philippine employers grant additional leave credits under their own Company Leave Policies or Collective Bargaining Agreements (CBAs) negotiated with unions recognized under the Labor Relations provisions of the Labor Code. The Leave Application Form documents utilization of both statutory and company-granted leave entitlements.
Philippine law mandates several types of special leave, each requiring separate documentation. Republic Act 11210 (Expanded Maternity Leave Law of 2019) provides 105 days of paid maternity leave for female workers, with a 15-day extension for solo mothers under RA 8972. Republic Act 8187 (Paternity Leave Act of 1996) grants seven days of paid paternity leave to married male employees. Republic Act 8972 (Solo Parent Welfare Act of 2000) provides seven days of additional parental leave per year to certified solo parents. Victims of violence under Republic Act 9262 (Anti-Violence Against Women and Their Children Act) are entitled to ten days of leave under Section 43. The Leave Application Form distinguishes among these special leave types, confirming correct SSS reimbursement is claimed for maternity leave under SSS Circular No. 2019-012.
The Bureau of Working Conditions (BWC) under DOLE advises employers to maintain leave records for all employees to support compliance inspections. Employers with ten or more workers are required under DOLE Department Order No. 183-17 to maintain personnel records including leave records for three years. The Leave Application Form, once approved and signed by the immediate supervisor and HR, becomes part of the employee's 201 file, the thorough personnel record kept by Philippine employers.
The legal framework governing the Leave Application Form (Philippines) in Philippines draws on several key statutes and regulatory bodies. Under Philippine law, the Civil Code of the Philippines (Republic Act No. 386) governs contractual obligations. The Revised Corporation Code (Republic Act No. 11232) regulates corporate entities through the Securities and Exchange Commission (SEC). The Labor Code of the Philippines (Presidential Decree No. 442) and Department of Labor and Employment (DOLE) govern employment matters. The Data Privacy Act of 2012 (Republic Act No. 10173) and the National Privacy Commission (NPC) protect personal data. The Bureau of Internal Revenue (BIR) administers tax obligations under the National Internal Revenue Code. Parties executing a Leave Application Form (Philippines) in Philippines should confirm the document reflects current law, including any amendments enacted since the original drafting date. The Labor Code of the Philippines (PD 442) sets the foundational requirements.
When Do You Need a Leave Application Form (Philippines)?
A Leave Application Form is needed in the Philippines in the following situations.
An employee needs a Leave Application Form when requesting any planned absence from work, whether for vacation, personal matters, medical appointments, family events, or rest, to confirm the absence is recorded, approved in advance, and charged to the correct leave type in the employee's leave balance.
A Leave Application Form is required when an employee is sick and needs to convert sick leave credits for a medical absence exceeding the employer's threshold for unexcused absences, particularly where company policy requires a medical certificate from a licensed physician for absences of two or more consecutive days.
A Leave Application Form must be filed before an employee uses Service Incentive Leave (SIL) credits earned under Article 95 of the Labor Code so that the HR department can verify the employee's remaining entitlement and confirm the five-day annual SIL is not converted to cash while the employee is still in service (if not yet converted under Article 95).
A Leave Application Form is needed when a solo parent certified under RA 8972 and holding a Solo Parent Identification Card issued by the DSWD applies for the seven days of additional parental leave per year, which must be supported by the valid Solo Parent ID and a statement of the parental obligation requiring the leave.
A Leave Application Form is required when an employee invokes the ten-day leave entitlement for victims of violence under Section 43 of RA 9262 (Anti-VAWC Act), which must be supported by a Barangay Protection Order, court order, or other evidence recognized by the employer's VAWC policy.
A Leave Application Form is needed each time an employee is absent for emergency reasons — such as the death of an immediate family member — to document the absence under the employer's bereavement leave policy and confirm correct payroll treatment under DOLE Labor Advisory No. 06-20.
What to Include in Your Leave Application Form (Philippines)
A valid Philippines Leave Application Form contains the following essential elements.
Employee Information: Full name, employee ID number, department, position or job title, and immediate supervisor's name. This links the form to the employee's 201 file and leave balance records maintained by HR.
Leave Type: A clear indication of the specific leave type being applied for — vacation leave, sick leave, emergency leave, maternity leave (RA 11210), paternity leave (RA 8187), solo parent leave (RA 8972), VAWC leave (RA 9262), or special leave benefit under RA 9710 (Magna Carta of Women). Each type has distinct legal entitlements and documentation requirements.
Dates of Leave: Inclusive dates of the requested absence in MM/DD/YYYY format, the total number of working days requested, and whether the leave is for a full day or a half-day. For multi-day leaves, specify whether weekend and holiday exclusions apply under the employer's leave policy.
Reason for Leave: A brief description of the reason for the absence. For sick leave, a medical certificate from a licensed physician (PRC-registered) is typically required for absences of two or more consecutive days. For maternity, paternity, and solo parent leave, supporting documents such as birth certificates or SSS maternity notification are required.
Leave Balance: The employee's current available leave balance for the leave type requested, as verified by the HR department from payroll records, to confirm sufficient credits exist before approval.
Supervisor Approval: The immediate supervisor's signature and date of approval or disapproval, with remarks if the leave is denied or deferred due to operational requirements.
HR Certification: Human Resources acknowledgment of the approved leave, update of leave balance records, and confirmation of payroll treatment — whether paid leave, leave without pay (LWOP), or SSS reimbursement claim for maternity leave.
Additional compliance elements for a Leave Application Form (Philippines) used in Philippines include: Under Philippine law, the Civil Code of the Philippines (Republic Act No. 386) governs contractual obligations. The Revised Corporation Code (Republic Act No. 11232) regulates corporate entities through the Securities and Exchange Commission (SEC). The Labor Code of the Philippines (Presidential Decree No. 442) and Department of Labor and Employment (DOLE) govern employment matters. The Data Privacy Act of 2012 (Republic Act No. 10173) and the National Privacy Commission (NPC) protect personal data. The Bureau of Internal Revenue (BIR) administers tax obligations under the National Internal Revenue Code. Forms-legal.com provides this template as a starting point for Philippines-compliant documentation.
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Reference this free template in an article, syllabus, or research note:
Forms Legal. (2026). Leave Application Form (Philippines) (Philippines) [Legal document template]. Forms Legal. https://forms-legal.com/philippines/employment/hr-forms/leave-application-form-philippines
"Leave Application Form (Philippines) (Philippines)." Forms Legal, 2026, https://forms-legal.com/philippines/employment/hr-forms/leave-application-form-philippines.
@misc{formslegal-leave-application-form-philippines,
author = {{Forms Legal}},
title = {Leave Application Form (Philippines) (Philippines)},
year = {2026},
howpublished = {\url{https://forms-legal.com/philippines/employment/hr-forms/leave-application-form-philippines}},
note = {Free legal document template. Based on Labor Code of the Philippines (PD 442)}
}
Frequently Asked Questions
Under Article 95 of the Labor Code (PD 442), all private-sector employees who have rendered at least one year of service are entitled to a minimum of five days of Service Incentive Leave (SIL) per year. This SIL may be used for vacation or sick leave. Unused SIL must be converted to cash at the end of the year if the employer has no existing leave policy more favorable than the statutory minimum. Beyond the statutory five days, employees are entitled to special leaves mandated by separate laws: 105 days of paid maternity leave under RA 11210, seven days of paternity leave under RA 8187, seven days of solo parent leave under RA 8972, and ten days of VAWC leave under RA 9262. Many employers grant additional leave credits through company policy or Collective Bargaining Agreements, which cannot go below the statutory minimums set by DOLE.
An employer in the Philippines can deny or defer a non-statutory leave application if there are legitimate operational requirements — such as peak business periods, insufficient workforce coverage, or the employee's critical role — provided the denial is not arbitrary or discriminatory. However, employers cannot deny statutory leave entitlements mandated by law. Maternity leave under RA 11210, paternity leave under RA 8187, solo parent leave under RA 8972, and VAWC leave under RA 9262 are non-discretionary rights that cannot be refused when the qualifying conditions are met. Under DOLE Labor Advisory No. 06-20, employers are reminded that maternity leave is a right and not a mere privilege. Wrongful denial of statutory leave may result in a complaint before the DOLE Regional Office or the National Labor Relations Commission (NLRC).
Philippine DOLE guidelines and standard HR practice require that leave applications for planned absences — such as vacation leave, scheduled medical procedures, or maternity leave — be filed before the start of the absence, with advance notice periods typically specified in the employer's company leave policy or CBA. For unplanned absences such as sudden illness or emergency, most employers permit the filing of the leave application on the first day of return to work, subject to submission of supporting documents such as a medical certificate from a PRC-registered physician for sick leave of two or more consecutive days. The DOLE Bureau of Working Conditions (BWC) advises employers to specify leave application deadlines in their company handbook to avoid disputes. Late filing may result in the absence being treated as absent without leave (AWOL), which can be grounds for disciplinary action under the twin-notice rule of the Labor Code.
In the Philippines, vacation leave and sick leave are distinct categories under most company leave policies, although the Labor Code (PD 442) itself does not separately define them — it provides only the five-day Service Incentive Leave (SIL) under Article 95, which may be used for either purpose. Vacation leave is generally used for rest, travel, personal errands, or planned absences chosen by the employee, and is subject to employer scheduling approval. Sick leave is used for illness, medical consultations, or recovery from injury, and typically requires a medical certificate from a licensed physician for absences exceeding one or two consecutive days as set by company policy. Many Philippine employers grant vacation and sick leave separately — for example, 15 days vacation leave and 15 days sick leave per year — over and above the statutory five-day SIL under Article 95. The DOLE Bureau of Working Conditions confirms that company leave grants more favorable than the statutory SIL fully satisfy the Article 95 obligation.
Yes, even for maternity leave under Republic Act 11210 (Expanded Maternity Leave Law of 2019), a leave application or notification form is required to trigger the leave process. The employee must notify her employer of the expected delivery date and the intended leave schedule, and must submit an SSS Maternity Notification Form to the SSS (Social Security System) at least 60 days before the expected date of delivery (or immediately upon knowledge of pregnancy for miscarriages). The employer then advances the full 105-day maternity leave pay to the employee and subsequently files for SSS reimbursement under SSS Circular No. 2019-012. For solo mothers entitled to the additional 15 days under RA 8972, a valid Solo Parent ID from the DSWD must be presented. The maternity leave application form documents the leave period, delivery date, and SSS notification reference number to facilitate the SSS reimbursement claim.
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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