It is very common for employees to feel worried when annual leave that was verbally approved by a manager does not appear correctly in the employer’s system. Many people rely on this approval when booking travel or making personal plans, and a sudden problem in the approval process can cause understandable stress. Clear guidance can help you understand your position and the steps you can take to resolve the issue calmly and professionally.
Understanding the issue or context
You received holiday dates about two months ago and asked your manager whether they could be approved. He confirmed verbally that they were approved and told you he would enter this approval into the system. Later, it appears that:
- the leave was not approved in the HR system, or
- a system issue has affected the record, or
- another manager has questioned your entitlement to take the holiday.
This situation is not unusual. Many workplaces rely heavily on electronic approval systems, yet verbal confirmations are still common in day-to-day management. Problems occur when the two do not match.
The legal rules or framework
1. Employers can require annual leave to be authorised through a formal process
UK employment law allows employers to set procedures for requesting and approving holiday, including:
- using a specific HR system,
- requiring written approval,
- or setting deadlines for submission.
If the system shows the leave was not approved, the employer may rely on the system record unless you can show you took reasonable steps to secure approval.
2. Verbal approval has no formal legal force, but it is still relevant evidence
Although a verbal conversation is harder to prove, it still matters because:
- you acted in good faith based on your manager’s confirmation,
- the employer may be expected to honour a commitment made by a representative of the organisation,
- your manager has authority to approve leave.
Workplace policies often expect staff to confirm leave through the system, but the employer also has a duty to ensure managers follow procedure correctly.
3. Employers must act reasonably in how they handle holiday disputes
While the law allows employers to refuse or reschedule leave, they must do so reasonably. If you relied on approval and made plans, failing to address the issue fairly could raise concerns about:
- fair treatment,
- communication failures,
- whether the employer followed its own procedures.
4. You have the right to raise the issue formally if verbal approval was given
If the system does not reflect the approved leave, you can escalate the matter internally. This helps clarify what was agreed and ensures the employer reviews the situation carefully.
Practical steps to take (step-by-step guidance)
- Check your company’s holiday approval policy
Look at:- how leave should be requested,
- how approval must be recorded,
- whether verbal approval is ever acceptable.
- Speak to your manager again
Calmly explain:- that he verbally approved the holiday,
- that he said he would record it,
- that the system does not show the approval.
- Write a clear email summarising the earlier approval
This creates a written record and may help your manager correct the system. Include:- the date the leave was discussed,
- what he said at the time,
- the specific holiday dates.
- If your manager cannot or will not correct the issue, escalate to his manager or HR
In your message, explain:- that you obtained verbal approval,
- that the system has not been updated,
- that you relied on the approval for planning,
- that you are seeking clarification, not confrontation.
- Provide any supporting evidence
For example:- emails you sent at the time,
- calendar entries,
- notes confirming your manager would approve it.
- Ask HR to confirm the approved position formally
Once clarified, request written confirmation to prevent future disputes.
Common pitfalls to avoid
- Relying only on verbal approval in the future
Always ask for written confirmation or ensure the system is updated. - Becoming confrontational
A clear, factual approach helps resolve matters more effectively. - Failing to record conversations
After any verbal agreement, send a short follow-up email summarising it. - Taking the leave without confirmation
This risks disciplinary action. Resolve the approval issue first.
Frequently Asked Questions
Does verbal approval count as official holiday approval?
Not formally, but it is still relevant and can support your position if there is a dispute.
Can an employer reverse a holiday that a manager verbally agreed?
Yes, but they must act reasonably and review the circumstances fairly.
Should I escalate this to HR?
If your manager cannot resolve it, escalating to HR is appropriate.
What should I write when escalating the issue?
Keep it factual: state the date of the conversation, what was agreed, and what the system now shows.
Can I be disciplined for taking leave I believed was approved?
Disciplinary action is unlikely where you clearly acted based on reasonable assurance from a manager, but always clarify the position first.
How can I prevent this happening again?
Request written confirmation or system approval every time leave is agreed.
Conclusion
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This information is general guidance only and not legal advice. For personalised support, please contact Martin Taggart Legal Consulting.