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Request for Holiday Records and Payment for Untaken Holiday on Leaving
[YOUR FULL NAME]
[YOUR ADDRESS]
[EMAIL] · [PHONE]
[FORMER EMPLOYER'S NAME]
For the attention of: [HR / PAYROLL / MANAGER'S NAME]
[EMPLOYER'S ADDRESS]
[DATE]
Sent by: [EMAIL TO … AND RECORDED DELIVERY, REFERENCE …]
Dear [NAME],
Payment in lieu of untaken holiday and holiday records — regulations 14 and 16B, Working Time Regulations 1998
I worked for you as [JOB TITLE] from [START DATE] until my employment ended on [LAST DAY OF EMPLOYMENT]. My final pay was paid on [DATE OF FINAL PAY] and did not include any payment for holiday I had built up but not taken. When I raised this on [DATE], I was told that [YOU HAVE NO RECORD OF MY HOLIDAY / WHAT YOU WERE TOLD].
1. My entitlement
My leave year runs from [START OF LEAVE YEAR]. I work [NUMBER] days a week, so my statutory entitlement is [NUMBER] days a year (5.6 weeks, capped at 28 days), plus [NUMBER] days of contractual holiday under [CLAUSE OF MY CONTRACT / HANDBOOK].
By my termination date, [PERCENTAGE OR FRACTION] of the leave year had passed. Under regulation 14(3), the leave I am owed is:
[ANNUAL ENTITLEMENT] × [PROPORTION OF LEAVE YEAR PASSED] − [DAYS TAKEN THIS LEAVE YEAR] = [DAYS OWED]
I also carried over [NUMBER] days from the previous leave year, which must be paid on termination under regulation 14(6).
At my daily rate of [£ AMOUNT], the payment due is [£ TOTAL] gross.
2. Your records
Since 6 April 2026, regulation 16B requires you to keep records adequate to show that you have complied with my holiday entitlement and with your duty to pay for untaken leave on termination, and to keep them for six years. A lack of records does not remove my entitlement. My own evidence is attached: [PAYSLIPS / ROTAS / HOLIDAY REQUEST EMAILS / CALENDAR ENTRIES].
I ask you to:
send me, by [DATE — 14 DAYS FROM TODAY], a copy of the holiday records you hold for me, showing holiday taken, holiday carried over, holiday pay and any payment in lieu;
pay me [£ TOTAL] for untaken holiday to [BANK ACCOUNT ENDING …] by the same date, with a payslip showing the payment;
if you disagree with my figures, explain in writing which days you say I took, with the dates.
If I do not receive payment or a full reply by [DATE], I will notify Acas for early conciliation and may then bring a claim to the employment tribunal under regulation 30 of the Working Time Regulations 1998 and section 23 of the Employment Rights Act 1996.
Yours faithfully,
____________________
[YOUR FULL NAME]
For me
[ ] Date the holiday pay should have been paid (final pay date): [DATE]
[ ] Tribunal time limit: 6 months beginning with that date — last day [DATE]
[ ] Acas notified on [DATE] (before the time limit runs out)
[ ] Evidence kept: contract, payslips, rotas, holiday requests