Can I add a reason when declining a leave request?

Yes. When reviewing a leave request, you can add a comment before selecting Decline.

The same comment field is available when approving or declining a request.

How do I add a reason?

Open the pending request from Leave requests.

Then:

1. Review the request details.
2. Add a comment explaining the decision.
3. Select Decline.

For example:

• “We already have two people away on these dates.”
• “Please choose different dates because of the month-end deadline.”
• “Please resubmit this using the correct leave type.”

Does the employee see the comment?

Yes.

The comment is saved with the leave request and is visible to the employee under Comments in the leave details.

The employee is also notified that the request has been declined.

Is a decline reason required?

No. There is not a separate mandatory Reason for decline field.

However, adding a short comment is useful when the employee needs to understand why the request could not be approved or what they should do next.

For full instructions on reviewing requests, see How to action time off requests.