Leading a team
How to deny a vacation request from an employee
Say straight away that leave on those dates is not possible and give the real reason. Then move to what you can offer: other dates, a shorter break or a swap with someone on the team. When a no comes with an alternative, the conversation rarely ends in resentment.
How to handle this conversation
The answer in your first sentence
“I cannot approve leave for the first week of July. I want to explain why and find you other dates.”
Give a reason that can be checked
A client rollout, two people already off, the on-call rota. A specific reason sounds fair, a vague “it is not possible” sounds like a whim.
Come with an alternative
For example: “I can give you two weeks from 15 July, or one week now and one in August. Which works better for you?”
Do not compare people
When you hear that others got time off, do not go into other people’s leave. Go back to the rules: “I approve requests in the order they come in and based on team cover.”
I turn down vacation on the requested dates
- Difficulty
- Medium
- Duration
- 8-10 minutes
The situation
A team member requests two weeks off at the exact time an important rollout ends, and two other people are already on leave. You cannot approve it. You invite them for a short talk before you answer in the system.
Who you talk to
Team member
Usually easygoing and hardworking. Has already booked a family trip, feels passed over and reminds you that last year they gave way too. Is disappointed and briefly wonders whether to look for another job.
The counterpart also has private goals and information that are never shown upfront. You discover them only through the conversation, the same way you would in real life.
What makes it hard
- They have already paid for bookings.
- They say others always get their preferred dates.
- Disappointment turns into a hint that their loyalty is not valued.
Your goals
- Communicate the no and its specific reason clearly
- Offer a real alternative and choose dates together
- Acknowledge their past flexibility without changing the decision
What the report looks at
- Whether the no was said plainly and early
- Whether the reason is specific and clear
- How you respond to comparisons with other people
- Whether the conversation ends with agreed dates or a plan