The Bottom Line
- Leave friction is usually a <strong>process problem</strong> (notice, documentation, rota constraints), not a ‘rights’ argument.
- Use a structured request: dates + reason + rota impact + mitigation (swap/cover plan).
- Prospective cover rules exist—understand the language so you don’t get incorrectly blocked.
Leave is where IMGs get quietly exploited: unclear local rules, inconsistent approvals, and people being told “that’s not possible” when it often is. The correct move is to use structured requests, reference the appropriate guidance, and offer a practical mitigation plan.
1
Step 1 — Separate annual leave vs study leave vs mandatory training
Not everything is annual leave. Study leave is a distinct process and has its own approvals. Mandatory training is usually handled separately. Clarify category first.
2
Step 2 — Submit a ‘complete’ request the first time
Include: exact dates, whether it includes on-calls, who covers your clinical duties, whether swaps are proposed, and any exam/course evidence if it’s study leave.
3
Step 3 — Offer mitigation options
Propose swaps, alternative dates, or partial attendance solutions. The person approving leave is often managing rota risk; reduce their workload by offering options.
4
Step 4 — If rejected, request the written reason + alternative pathway
Don’t argue verbally. Ask for a written reason and what would make approval possible (earlier notice, different dates, swap). This converts ‘no’ into a solvable constraint.
Copy-paste leave request email
<strong>Subject:</strong> Leave request — [Annual/Study] Leave [dates]<br/><br/>Hi [Name],<br/>Please could I request [annual/study] leave from [date] to [date]. This includes [on-call shifts if relevant].<br/><br/>Reason: [brief].<br/>Rota impact: [brief]. Proposed mitigation: [swap/cover plan or options].<br/><br/>If you foresee any constraints, I’m happy to discuss alternative dates or swaps—please let me know what would make this workable.<br/><br/>Many thanks,<br/>[Your name] / [grade] / [department]