Official form guide
Form approval of request to extend unpaid parental leave template: Approval of request to extend unpaid parental leave template sts
The Approval of request to extend unpaid parental leave template is a letter employers can use to confirm an employee’s extended unpaid parental leave. It is used when an employee asks to extend leave beyond the initial 12‑month period.
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Form Overview
Fair Work Ombudsman Form approval of request to extend unpaid parental leave template - Approval of request to extend unpaid parental leave template sts
The Approval of request to extend unpaid parental leave template is a letter employers can use to confirm an employee’s extended unpaid parental leave. It is used when an employee asks to extend leave beyond the initial 12‑month period.
Risk Radar
Scan points- 1Common mistake: using this template for extensions that occur within the first 12 months.
- 2Missing the 21‑day response deadline
- 3Using the template for a request that should be refused or handled differently
- 4Leaving placeholder text or colours in the final letter
- 5Exceeding the total 24‑month limit from birth or placement
Plain English
If a staff member wants more unpaid parental leave after the first year, you can fill out this ready‑made letter to let them know you’ve approved it. Just replace the placeholders with the right details and send it back within the required time.
Submission Date
- Filing date: For extensions beyond the first 12 months, you must respond in writing within 21 days of the employee’s request. The employee must give at least 4 weeks’ notice before the original 12‑month period ends.
- Preparation window: collect IDs, supporting records, and signatures in advance.
- Final review: verify names, dates, and required fields before submission.
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What this form is for
- When an employee asks to extend unpaid parental leave beyond the initial 12‑month period and you are approving it.
- When you need to provide a written approval within 21 days of the employee’s request.
- Do not use this template to refuse a request or for extensions that occur within the first 12 months.
- Only for employers who have received a written request that meets the 4‑week notice rule.
- Use it to record the new start and end dates and any keeping‑in‑touch arrangements.
Form selector
Use this form or another form?
Extension within first 12 months
Employer not required to use this form
✓ Verify notice is at least 4 weeks before original end date
No template needed (informal written response)
Refusal of extension beyond 12 months
Must show reasonable business grounds
✓ Complete refusal checklist before sending
Refusal of request to extend parental leave beyond initial 12‑month period template
Initial unpaid parental leave request
Not an extension
✓ Follow NES entitlement rules
Standard unpaid parental leave request form
Deadline or filing window
You must reply within 21 days of the employee’s written request for an extension beyond the initial 12 months. The employee must also give at least 4 weeks’ written notice before the first 12‑month period ends.
Before you submit
- 1Employee’s written request received at least 4 weeks before the 12‑month mark.
- 2Extension does not push total leave beyond 24 months from birth/placement.
- 3All required fields in Part B (date, employee name, address, request reference, new start/end dates) are entered.
- 4Include contact details for keeping‑in‑touch days if offered.
- 5Sign the letter and include your position title.
- 6Print on letterhead (if applicable) and retain a copy for records.
- 7Send the approved letter to the employee’s residential address.
- 8Record the approval in your HR system.
- 9Update any relevant workplace policies or intranet links mentioned.
How to file this form
- 1Download the current template from fairwork.gov.au/templates.
- 2Complete Part A checklist to confirm eligibility and timing.
- 3Fill Part B with the employee’s details, request reference, and new leave dates.
- 4Add any business‑specific policy links or keeping‑in‑touch information.
- 5Print (or PDF) on letterhead, sign, and date the letter.
- 6Deliver the approved letter to the employee (mail or email as appropriate).
- 7File a copy in the employee’s personnel file and update HR records.
Known limitations
- 1Only for approvals of extensions beyond the initial 12‑month period.
- 2Cannot be used to refuse a request; a different refusal template is required.
- 3Total unpaid parental leave cannot exceed 24 months from the child’s birth or placement.
- 4Employer must respond within 21 days of the employee’s written request.
- 5Not a legal contract; it records the employer’s decision.
Field map
Compact field-by-field guide
Applicant
1 items
Full name (and representative, if any), postal address, email, and phone number of the person or organisation lodging the application.
Respondent
1 items
The exact legal name and ABN of the employer or other party the application is made against.
The Matter
2 items
Identify the kind of matter — for example, unfair dismissal, general protections, or an agreement application.
A clear description of what happened, relevant dates, and the outcome you are seeking.
Dates
1 items
Relevant dates such as the date of dismissal or the date the issue arose — these determine whether you are within time.
Supporting
1 items
Any documents that support your application, such as letters, contracts, or notices.
Declaration
1 items
Sign and date the form. Applications may also require a fee or an application for a fee waiver.
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What changed or needs a fresh check
- Confirm you have downloaded the latest template from fairwork.gov.au/templates.
- Check that Part A checklist items are completed before filling Part B.
- Verify placeholders (dates, names, contact details) are filled correctly.
- Ensure the letter is printed on business letterhead if required.
- Confirm the 21‑day response window is still open.
Quick Facts
Sources
- SRCForm p.1Template purpose and who can use it (employer approval of extension).
- SRCForm p.1Must respond within 21 days for extensions beyond 12 months.
- SRCForm p.3Checklist items and notice periods (4 weeks).
- SRCForm p.3Total leave cannot exceed 24 months from birth/placement.
- SRCForm p.5Part B letter structure and required placeholders.
- SRCForm p.5Optional keeping‑in‑touch days section and contact details.
Common confusion points
Using this template for extensions within the first 12 months – not required.
Missing the 4‑week written notice requirement before the 12‑month mark.
Exceeding the 24‑month total leave limit.
Failing to respond within the 21‑day window, which can breach NES rules.
Leaving placeholder text (e.g., <Insert date>) unfilled.
Sending the letter without a copy retained for employer records.
Confusing this approval template with the refusal template.
Source transparency
Copyright & Licensing — Australian Government Forms
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