Leave application form

Question

Anyone who requires leave should apply to his/her superior department in advance so that the application can be filed with the personnel department. Anyone who requires leave should have the application filed with the personnel department a day in advance; in the case of three or more than three days’ leave, he/she should have the application filed a week in advance - except in special circumstances.

Hi. This text is a translation by me from a leave application form in Chinese.

Is there anything wrong with my text?

Thank you.

By the way, what does the underlined “with” mean? I feel it’s natural to use “with” but I’m not quite sure what it means exactly.

Anonymous · Accepted Answer

Line no.

1. "...should apply to his/her supervisor in advance..."

2. This line is okay.

3. "...in case of three or more days leave..."

4. This line is okay.

In line 2, the word "with" is okay. This means that your supervisor sent your application for leave to the personnel department, and the application is now "with" them.

As written, the text means: when you want to take leave, you give your supervisor an application for leave. Your supervisor then sends this application to the personnel dept., where it is processed. Note that the application need to be received by the personnel dept. at least a day before you leave. Thus, you need to give it to your supervisor several days before you leave, because he has to then send it to personnel, and this might take a day or more. If your leave is 3 or more days long, it needs to be received by personnel at least a week before you leave (except in special situations, like an emergency, for example). Thus, for a long leave you need to give the application to your supervisor, say, a couple of weeks before you leave, in order for it to get to personnel a week before you leave.

Anonymous · Answer

zuotengdazuo Anyone who requires leave should apply to his/her superior department in advance so that the application can be filed with the personnel department. (This is fine as a subject statement)

Your post as written:

Anyone who requires <leave> should have the application filed with the personnel department a day in advance; (Is this for a couple of days off? and request still submitted to manager first?)

in the case of three or more than three days’ leave, he/she should have the application filed a week in advance -(this is a leave case, it is ok) except in special circumstances

So here are the unclear part and my questions. For the green scenario, I assume the"leave" here meant a day or two because it only requires one day in advance , am I correct?

Assumptions and comments:

From the sound of it, I take this memo as a communication from a department supervisor or manager to his staff about the change of time off policy. We commonly call these " a few days off" and " leave of absence" accordingly. That said, there is a discrepancy

From the standpoint of a profession, this is not a clear and well-written memo. To be more effective and professional sounding, I would recommend something like this:

To: All employees

Subject: Leave Policy Change

Beginning May 1, 2019, all employee requesting day(s) off and leave of absence will be required to follow the following protocol(s):

1) Employees request for three days or more are required to submit a new time-off request form a week in advance to your manager so that he can have ample time to logistically process your request through HR .

Request for two days or less requires only 24 hours in advance submitted to your manager/HR

In the event of family hardship, exceptions can be granted based on reasonable circumstances.

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