Official form guide
Form sts refusal of request to extend unpaid parental leave beyon: Sts refusal of request to extend unpaid parental leave beyond initial 12 month period template letter
This is a template letter for employers to refuse a request to extend unpaid parental leave beyond the first 12 months. Use it after you have considered the request and decided to refuse.
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Form Overview
Fair Work Ombudsman Form sts refusal of request to extend unpaid parental leave beyon - Sts refusal of request to extend unpaid parental leave beyond initial 12 month period template letter
This is a template letter for employers to refuse a request to extend unpaid parental leave beyond the first 12 months. Use it after you have considered the request and decided to refuse.
Risk Radar
Scan points- 1Missing the 21‑day response window is the most common error.
- 2Sending the response after the 21‑day deadline
- 3Not clearly stating reasonable business grounds
- 4Failing to offer or explain an alternative extension
- 5Using an outdated version of the template
Plain English
If an employee asks for more than a year of unpaid parental leave and you need to say no, this letter helps you write a proper response that meets the law. It guides you on what to include and how to keep it clear and fair.
Submission Date
- Filing date: You must reply in writing within 21 days of receiving the employee’s request. The request itself must be given at least 4 weeks before the first 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
- Use when an employee asks to extend unpaid parental leave beyond the first 12 months and you intend to refuse.
- Only for refusals; if you are approving the request, use the separate approval template.
- You must have reasonable business grounds to refuse.
- The response must be in writing and sent within 21 days of the employee’s request.
- Check any award, agreement or contract that may give the employee more favourable terms.
Form selector
Use this form or another form?
Employee requests extension within first 12 months
Different response rules apply
✓ Verify request timing before using this form
Extension request within 12 months template
Employer wants to approve the extension
Approval requires a different letter
✓ Use the approval template, not this refusal one
Approval of extension of parental leave template
Award or enterprise agreement provides better leave terms
Those terms override the NES template
✓ Confirm award or agreement details first
Follow award/agreement provisions
Dispute escalates to Fair Work Commission
The letter must include contact details for dispute resolution
✓ Ensure dispute contact info is correct
No new form – follow dispute resolution process outlined in this letter
Deadline or filing window
Respond within 21 days of the employee’s written request. The request itself must be submitted at least 4 weeks before the end of the initial 12‑month leave.
Before you submit
- 1Employee’s full name and residential address are correct.
- 2Date of the employee’s original request is recorded.
- 3Reasonable business grounds are clearly written.
- 4An alternative unpaid‑parental‑leave period is offered, or state none is possible.
- 5Dispute‑resolution contact details are included.
- 6Letter is printed on business letterhead (if applicable).
- 7Letter is dated and signed by an authorised person.
- 8Copy of the letter is kept for your records.
- 9Letter is sent to the employee within 21 days of the request.
- 10Confirm you have checked any relevant award, agreement or contract.
How to file this form
- 1Read the employee’s extension request and note the date received.
- 2Complete Part A checklist to confirm you have reasonable business grounds and have checked awards/agreements.
- 3Draft Part B letter, filling in all placeholders (dates, reasons, alternative period, dispute contact).
- 4Print the letter on your business letterhead and sign it.
- 5Send the letter to the employee (email or post) and record the delivery date.
- 6File a copy of the signed letter in the employee’s HR record.
- 7Note the 21‑day deadline has been met.
Known limitations
- 1Only for refusals of extensions beyond the initial 12‑month period.
- 2Not a substitute for legal advice; seek professional help if unsure.
- 3If an award or enterprise agreement offers better terms, those rules apply instead of this template.
- 4The template does not cover approvals; a separate approval letter is required.
- 5The form does not itself lodge a dispute; it only provides contact details for the Fair Work Commission.
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.
Almost done reviewing the fields?
Fillable formOpen in Editor->The template was last updated in July 2023. Use the latest version from fairwork.gov.au/templates.
What changed or needs a fresh check
- Confirm the document shows ‘Last updated July 2023’.
- Verify you have downloaded the latest version from fairwork.gov.au/templates.
- Check that Part A checklist reflects current NES rules.
- Ensure the 21‑day response deadline is still applicable.
- Confirm any reference links (e.g., flexible working, best practice guide) point to current Fair Work pages.
Quick Facts
Sources
- SRCTemplate title and purpose confirmed on p.1refusal of extension beyond 12 months.
- SRCPart A checklist description confirmed on p.1 and p.2.
- SRC21‑day written response requirement confirmed on p.4.
- SRCRequirement to include reasons, reasonable business grounds, alternative period, and dispute process confirmed on p.4 and p.6.
- SRCReference to checking awards/agreements confirmed on p.2.
- SRCLast updated date (July 2023) confirmed on p.2.
- SRCLocation of latest version (fairwork.gov.au/templates) confirmed on p.1 and p.2.
- SRCNot confirmed in official source: exact wording of any statutory penalty for non‑compliance.
Common confusion points
Using this refusal template to approve an extension request.
Missing the 21‑day deadline for the written response.
Leaving the ‘alternative extension period’ field blank when an alternative is possible.
Failing to check whether an award or agreement provides more generous leave.
Omitting the dispute‑resolution contact details.
Not printing the letter on business letterhead when required.
Sending the letter to the wrong address or email.
Assuming the template automatically satisfies legal obligations without checking business grounds.
Source transparency
Copyright & Licensing — Australian Government Forms
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