Managing Unauthorised Leave: Guidance for Service Leaders

Managing annual leave requests is a core responsibility for leaders across children's services, schools and council departments. When staff book holidays before receiving formal authorisation, it creates operational difficulties and raises questions about contractual compliance and professional conduct. This guidance examines the frameworks available to address unauthorised absences fairly and consistently, protecting both service users and organisational standards. Effective handling of such situations requires a clear understanding of your organisation's HR policies and the terms outlined in employment contracts. Leaders must balance the need to maintain adequate staffing levels—particularly critical in safeguarding roles and frontline services—with supporting employee wellbeing and morale. The approach should include documenting incidents, holding constructive conversations about expectations, and following formal disciplinary procedures where patterns of behaviour emerge or operational impact is severe. Prevention remains preferable to cure. Establishing transparent booking systems, communicating leave policies clearly during induction, and modelling good practice at senior levels can reduce instances of unauthorised absence. For cabinet members and service directors, ensuring robust workforce governance frameworks are in place supports both operational resilience and the council's reputation as a fair employer, ultimately contributing to better outcomes for children and families.