Managing holiday requests effectively requires clear rules about notice. While the Working Time Regulations set a statutory default, most employers replace this with their own contractual provisions — which is perfectly lawful provided they are reasonable.
Statutory Default
Under the Working Time Regulations 1998, the default notice an employee must give is twice the length of the holiday requested:
- 1 day off = 2 days' notice
- 1 week off = 2 weeks' notice
- 2 weeks off = 4 weeks' notice
This default applies only if the contract is silent on the matter.
Contractual Notice Requirements
Most employers set their own notice requirements in the employment contract or employee handbook. Common approaches include:
- A fixed notice period (e.g., 2 weeks for any holiday request)
- Longer notice for peak periods or extended absences
- Shorter notice for single days or emergencies
Whatever rules you set, they must be communicated clearly and applied consistently.
Can Employers Refuse Holiday Requests?
Yes. Employers can refuse a holiday request if they give a counter-notice equal to the length of the holiday requested. For example, to refuse a 1-week holiday, the employer must give at least 1 week's notice of the refusal.
Refusals should be for genuine business reasons — such as operational needs, adequate staffing levels, or clashes with other employees' approved leave. Blanket refusals or persistent refusal of a specific employee's requests could give rise to grievances or claims.
Employer-Directed Holiday
Employers can require employees to take holiday on specific dates — for example, over a Christmas shutdown or during a factory closure. The employer must give notice equal to twice the length of the required holiday (or as stated in the contract).
Best Practice
- Set clear holiday request procedures in your handbook
- Use a first-come-first-served system for popular dates
- Be consistent in how requests are handled
- Monitor holiday balances to ensure employees are taking their leave
- Plan ahead for peak periods when multiple requests are likely
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