Leave Cancellation Request: Format, Examples, & Best Practices
Table of Contents
A leave cancellation request is a formal request made by employees to cancel approved or pending leaves. They submit leave cancellation applications to withdraw their request due to improved health or a change in plans. Some dedicated employees also postponed taking leave if there is an emergency at their firm.
Not formatting the request properly and forgetting to include all elements, such as the correct date and time, can result in errors in calculating the leave balance. It is equally important for HR that employees submit proper requests, as maintaining leave records is crucial for compliance.
Read on to get free samples of leave cancellation request letters and to know the best practices for submitting properly formatted leave cancellation applications.
Key Takeaways
- A leave cancellation request is a formal request used for cancelling approved or pending time-off.
- Employees usually send cancellation requests for personal reasons, work-related urgency, or health-related reasons.
- Use formal language, mention leave start and end dates, follow the company’s leave policy, and inform HR after submitting their leave cancellation application.
- List personal reasons for requests related to changes in plans. Similarly, include details related to recovery when asking for cancellation of medical leave.
- For withdrawing leave requests for work urgency or administrative needs, list the relevant details, such as a new project or missed updates to the leave balance.
What is a Leave Cancellation Request?
A leave cancellation request is a formal application sent to HR or a manager to cancel previously applied or approved leave. Here is a table that lists all the common scenarios that require a leave cancellation request.
| When Is Leave Cancellation Required? | |||
|---|---|---|---|
| No. | Situation | When to Cancel Leave | Reason / Explanation |
| 1 | Change in Personal Plans | When travel or personal commitments are canceled. | Leave is no longer required. |
| 2 | Work Emergency | Sudden urgent task or business requirement. | Immediate presence is needed. |
| 3 | Project Deadline | Critical project overlap with leave dates. | Project continuity and meeting of deadlines. |
| 4 | Leave Applied by Mistake | Wrong dates or leave types are selected. | To correct HR records. |
| 5 | Early Return to Work | You resume work before the leave ends. | Prevents attendance mismatch. |
| 6 | Improved Health | Recovery happens sooner than expected. | Sick leave is no longer required. |
| 7 | Business Meeting Scheduled | Important meeting scheduled during leave. | Professional responsibility. |
| 8 | Manager’s Request | The supervisor asks to cancel leave. | Operational requirement. |
| 9 | Policy Requirement | Company policy requires formal cancellation. | Ensures compliance. |
| 10 | Payroll or Attendance Issue | Leave impacts salary or attendance. | Prevent payroll errors. |
Leave Cancellation Request Format
5 Sample Leave Cancellation Applications
Use these five sample leave cancellation request letters to send cancellation applications for different personal, work-related, administrative, or medical circumstances.
Sample 1: Simple Leave Cancellation Application
Date:
05/01/2026
To:
Anita Sharma
HR Manager
Brightwave Technologies Pvt. Ltd.
Subject: Request for Cancellation of Approved Leave
Dear Anita,
I hope this message finds you well. I am writing to request the cancellation of my approved leave scheduled from 10/01/2026 to 12/01/2026.
As certain personal commitments have been resolved earlier than expected, I no longer require the leave during this period. I request you to cancel the approved leave and mark me as available for work on those days.
Please let me know if any additional steps or approvals are needed from my end.
Thank you for your support.
Sincerely,
Rohit Mehra Employee ID: BW1024
Senior Executive – Operations
Operations Department
rohit.mehra@brightwave.com
Sample 2: Personal Leave Cancellation Application (Due to Change in Plan)
Date:
08/02/2026
To:
Neha Kulkarni
HR Business Partner
Vertex Solutions Ltd.
Subject: Request for Cancellation of Approved Leave
Dear Neha,
I trust you are doing well. I would like to inform you that I need to cancel my previously approved personal leave from 15/02/2026 to 18/02/2026.
Due to a change in family travel arrangements, the leave is no longer required. I request you to cancel the approved leave and update my attendance accordingly for the mentioned dates.
Kindly inform me if any formal documentation is required for this change.
Thank you for your understanding.
Sincerely,
Sneha Iyer
Employee ID: VS1189
Marketing Analyst
Marketing Department
sneha.iyer@vertexsolutions.com
Sample 3: Work Urgency Leave Cancellation Application
Date:
12/03/2026
To:
Rahul Deshpande
Head – Human Resources
Nexora Manufacturing India Pvt. Ltd.
Subject: Request for Cancellation of Approved Leave
Dear Rahul,
I hope you are keeping well. I am writing to request the cancellation of my approved leave from 20/03/2026 to 25/03/2026.
Given an unexpected increase in production workload and critical operational requirements, I will need to remain available at work during this period. I request you to kindly cancel the leave and record the same in the leave management system.
Please let me know if any further action is needed from my side.
Thank you for your consideration.
Sincerely,
Amit Kulkarni
Employee ID: NM2047
Production Planning Engineer
Manufacturing Department
amit.kulkarni@nexoraindia.com
Sample 4: Leave Cancellation Request for Administrative Needs
Date:
22/04/2026
To:
Priya Nair
Senior HR Executive
BlueOrbit Consulting LLP
Subject: Request for Cancellation of Approved Leave
Dear Priya, I hope you are doing well. I am writing to request the cancellation of my previously approved leave from 01/05/2026 to 06/05/2026.
Due to an administrative requirement related to audit coordination and documentation handover, I will be required to be at the office during this period. I therefore request you to cancel the approved leave and consider me available for work as scheduled.
Please let me know if any approvals or internal processes need to be completed for this request.
Thank you for your cooperation.
Sincerely, Kunal Shah
Employee ID: BO3312
Consultant – Strategy Consulting Department
kunal.shah@blueorbit.com
Sample 5: Medical Leave Cancellation Application
Date:
18/06/2026
To:
Suman Rao
HR Lead
GreenField Logistics Services
Subject: Request for Cancellation of Approved Leave
Dear Suman,
I hope this email finds you well. I am writing to request the cancellation of my approved medical leave from 20/06/2026 to 27/06/2026.
I have recovered and been cleared to return to work, so I will not take the remaining medical leave. I kindly request that you cancel the approved leave and update my records accordingly.
Please let me know if any kind of declaration or any other formality is required.
Thank you for your understanding.
Sincerely,
Pooja Verma
Employee ID: GF1786
Logistics Coordinator
Supply Chain Department
pooja.verma@greenfieldlogistics.com
Best Practices to Submit a Leave Cancellation Request
Follow these best practices to avoid delays in updating leave balance.
- Make sure to include the original date and time to make sure that your leave balance is calculated correctly.
- Use formal language, as the mail would be used for record-keeping.
- Mention the email address of your HR manager and inform them in person.
- Every firm has its own leave policies; make sure you submit the leave cancellation application on time.
- Only consider your leave request cancelled after you receive a confirmation ticket or email.
How Leave Cancellation Works in HR Systems
HR systems can help you automate all the aspects of leave cancellation. From integrating with attendance and payroll data to automatically updating leave balances, using HR software can significantly reduce the time spent processing leave requests. Most of the HR systems provide tickets or forms for filling out the cancellation requests, and managers can approve them through the software.
Managing Leave Cancellation Easily with factoHR HRMS
factoHR’s advanced automation and AI-powered features make leave management very easy. Employees can submit leave cancellation requests through tickets in minutes and track their leave balance anytime, anywhere through the ESS portal. Plus, they can also check the cancellation and approval status from their phones. Managers can approve leave requests in bulk, assign role-based controls to designated authorities, and store records digitally for audit purposes. Your employees can ask queries on leave policies to next-gen AI chatbot.
Give Your Employees and Managers a Smarter Way to Manage Leave.
FAQs
Can I Cancel My Leave after It has been Approved?
Yes, you can cancel your leave request after it has been approved. However, the deadline for cancelling the request depends on the policy.
How do I Request to Cancel My Leave?
The method for requesting cancellation varies by firm’s policy, but usually, you can send an email or open a ticket in your firm’s HR software.
Can I Cancel Leave after the Leave has Started?
Yes, you can cancel a time-off request even after it has started, especially if your leave is scheduled for multiple days.
Will My Leave Balance be Restored after Cancellation?
Yes, your leave balance is usually restored after the cancellation request is approved.
What is the Difference between Leave Cancellation and Leave Modification?
In leave cancellation, time off requests are cancelled. In leave modification, the duration of time off is modified.
What Happens if I Forget to Cancel My Leave?
If you forget to cancel your leave, then your leave balance will not be updated.
What are Common Mistakes to Avoid when Submitting a Leave Cancellation Request?
Using informal language, not informing HR, forgetting to mention the date and time, and not following your company’s leave policy are some of the common mistakes that you should avoid when submitting a leave cancellation application.
Which Information Should I Include in a Leave Cancellation Request?
Include the date when you write the letter, your designation and employee ID, email address, leave start and end dates, the contact details of your HR/relevant authority, and the reason for cancellation.
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