Quick takeaways
- Employees should give notice of annual leave equal to twice the period they are requesting off, but managers can decide whether to allow short-notice requests.
- Sick leave can be taken immediately, with self-certification for up to 7 days.
- A clear policy and transparent cloud-based absence management software, such as Leave Dates, can help fairly manage last-minute requests.
Surprises happen in the workplace, no matter how well you plan.
Whether it's a family emergency, a fever, or a last-minute flight deal, there are endless reasons why you might receive a spontaneous absence.
Managers recognise that a certain level of flexibility is essential for maintaining a happy team, and many of us strive to demonstrate this wherever possible. Of course, receiving an absence on short notice can cause scheduling chaos and significantly impact the business.
So, how do other managers handle last-minute holiday or sick leave requests fairly and effectively?
Scenario: Emma’s last-minute headache
It’s a Wednesday afternoon, and Brooke’s small team is running on a near-skeleton staff with a key manager already on annual leave. Earlier in the day, staff member Emma gave notice that she would be taking sick leave on Thursday and Friday.
As the end of the day approaches, another team member, Robbie, requests annual leave for Friday as a friend has offered him a last-minute ticket to see Oasis live for the weekend and he needs to travel.
Brooke knows that having both team members absent will leave her short-staffed, but she wants to be supportive of her team.
The legal position in the UK
In the UK, the standard notice period for annual leave is at least twice the length of leave requested, plus one day. So, in this case, Robbie wants one day off, so he should give three business days’ notice. Brooke could exercise discretion, depending on the business’s needs.
In this case, Brooke can deny the leave on the basis that it does not meet the notice requirements, and the business may require him.
Sick leave is a different story, and employees can take time off immediately if they feel too unwell to work. Emma’s sick leave requirement is that she notify her employer as soon as possible. She can self-certify for up to 7 days; beyond this, she needs a fit note or an AHP Health and Work Report.
How other managers handle last-minute requests
In many UK businesses, managers can follow these key principles for addressing last-minute absence:
Set clear expectations
- Outline expectations in company policy documents.
- Ensure that staff have read, acknowledged and agreed to these terms.
Create transparent systems
- Use absence management software, such as Leave Dates, which allows staff to submit requests. With this tool, your team can identify who is already on leave to avoid overlaps and conflicts.
- To ensure everyone feels that the system is applied fairly, use features like leave limits that either automatically decline requests over the limit or warn the applicant that their leave may be denied.
Be consistent and human
- In genuinely critical situations, especially illness or bereavement, ensure you apply the policy with compassion and consideration, taking into account the impact on employees’ lives, families, health, and finances.
- Apply non-urgent personal leave consistently and fairly for all team members.
Keep communication open
- A simple conversation can make a world of difference if Brooke doesn't want to immediately deny the leave on the grounds of business needs. She may negotiate a Friday half-day with Robbie to ensure that she can cover some of the workload.
- Could Robbie work a flexible or remote workday on Friday while he travels? If so, explore these options.
Best practice for managers
Ensure that your team are aware of the process of requesting leave; some may need a refresher. During this training, they should also be reminded of their entitlements and how to access their leave information, such as balances and TOIL (if you offer it). Using Leave Dates, this is a cinch. Staff can access their leave information anytime, anywhere on desktop or mobile.
Having a streamlined system ensures that everybody feels they are treated fairly and with as much flexibility as possible. Also - Don't forget to cross-train your staff in each other's roles, because you never know the day you'll be short staffed.
Final thought
Managing a team always comes with surprises, and how you handle them can significantly impact your business culture.
By building fair systems and supporting them with clear rules, you won’t have to panic when multiple absences come at short notice.
The information in this article is general and may not apply to specific circumstances. It should not be considered legal advice. We strive to provide accurate information, but cannot guarantee its accuracy. We are not responsible for any losses resulting from reliance on the information on this site.
