An annual leave plan table is a practical tool used to manage and organize leave requests within organizations. It lets HR and managers set leave dates precisely, track leave balances for each employee, and ensure operational coverage when staff are absent. The XLSX format makes the model flexible and customizable without requiring complex software.

Without proper planning, operational disruption may occur—such as clustering many leaves in specific periods or overlapping leave requests that affect workflow. A structured schedule helps to:

• Distribute leaves fairly among employees
• Prevent overlap of leaves within the same department
• Ensure alignment with labor systems or local regulations
• Document leave usage accurately to protect both employee and employer rights

A typical table includes several essential columns, such as:

1. Employee name
2. Job title / Department
3. Leave type (annual, emergency, sick, etc.)
4. Leave start date
5. Leave end date
6. Number of days taken
7. Remaining leave balance
8. Approving manager / signature
9. Additional notes (e.g. coverage plan during leave)

These fields are customizable depending on company size or internal rules.

In Saudi Arabia, the labor law provides for a minimum of 21 days of annual leave, increasing to 30 days after five years of service. Using the table, HR can:

• Track leave balances accurately and prevent rights being overlooked
• Record leave start and end dates to ensure correct calculations
• Generate periodic reports to prove lawful compliance in audits or disputes

• Transparency: Each employee knows their remaining balance and can see colleagues’ planned leave periods
• Fairness: Reduces the chance of bias in approving leave requests
• Confidence: Employees can plan personal matters knowing their requests are documented and acknowledged
• Better planning: Enables employees to schedule leave in advance without uncertainty

1. Create a master version at the start of the fiscal year.
2. Add extra columns like “Backup during leave.”
3. Update the table with every new leave request.
4. Share read-only versions with managers for coordination.
5. Use Excel formulas to compute remaining balances or highlight conflicting entries.

Yes. Most HR management systems allow importing XLSX files. HR can manage the table manually first, then upload it to the system to convert into analyzable data—such as absence reports, departmental compliance metrics, or year-to-year leave consumption comparisons.

• Delay in updating the table after leave is approved
• Omitting the manager approval column, leading to lack of control
• Ignoring official holidays in calculations
• Keeping the file local and not sharing it across relevant stakeholders

Some internal policies can help:

• “First-come, first-served” principle
• Limit the number of employees in the same department off simultaneously
• Require executive approval for leave during peak periods

The table helps detect conflicts before final approval.

Yes. Even though it’s labeled “annual leave plan,” the table can be adapted to include:

• Maternity / paternity leave
• Sick leave
• Emergency leave
• Unpaid leave
• Training or external course absences (treated as leave)

Under Saudi law, annual leave should be taken within the year. The table allows HR to:

• Identify employees who haven’t used all their leave
• Send reminders to encourage leave usage
• Manage carryover days if allowed
• Prevent excessive leave accumulation that may create financial liabilities