Managing school holiday requests

Here in the East Midlands some counties (Leicestershire) have had their October half term but some are mid way through (like Nottinghamshire and Derbyshire).

We've had some questions about managing holiday requests from your team when you are an SME and receive a flurry of forms to have some or all of the school holiday off. Here's our top tips on how to manage holidays fairly and legally within your business.

With a 20 to 40 person team, even a few absences can put pressure on operations. Balancing fairness, legal compliance, and business continuity takes planning but it’s achievable with the right approach.

Planning holidays early

Don't be afraid of encouraging your staff to submit holiday requests well in advance you can ask them to ideally request four to six weeks before half-terms or longer school holidays. Setting a clear deadline helps you forecast staffing levels and avoid last-minute gaps. A shared calendar or simple HR system can make this process transparent and efficient. Whilst some team members might react to what holiday allowance they have left at times of the year like now it's still OK to ask who is expecting to be off in October in late August!

Communicate clear rules

our holiday policy should outline:

• How requests are prioritised (e.g. first come, first served, or rotational fairness)

• Notice requirements for booking time off

• Any blackout or peak periods where leave may be restricted

Sharing this openly reduces confusion and helps employees plan around the needs of the business.

Understand the legal framework

Under the Working Time Regulations 1998, UK workers are entitled to at least 5.6 weeks’ paid annual leave per year (pro rata for part-time employees).

Employers can:

• Refuse a holiday request, provided they give notice equal to the length of the leave requested (e.g. 5 days’ notice for 5 days’ leave).

• Require employees to take holiday at specific times, as long as they give notice at least twice the length of the period of leave.

However, you must allow employees to take their full statutory entitlement within the leave year. Blanket refusals or failure to provide adequate opportunity can put you at legal risk.

Be fair and transparent

When several employees want the same time off, communicate openly. Explore options such as:

• Splitting leave (e.g. two days now, three later)

• Offering flexible or remote working during half-term

• Rotating priority each school holiday to share opportunity fairly

Fairness and consistency go a long way in maintaining trust and morale.

Keep records and review regularly

Document holiday requests and approvals in writing or through an HR system. This ensures clarity and supports any future disputes. It’s also wise to review your policy annually especially as your team grows or working patterns evolve. Or if you've found yourself short staffed during this half term week!

School holiday requests don’t have to become a headache. With clear communication, early planning, and an understanding of law around leave, SMEs can manage requests fairly while keeping operations running smoothly.

If you’re unsure whether your holiday policy is compliant or effective, it might be time for a review. A well-crafted policy protects both your business and your people.

Need help updating your annual leave policy or managing peak-period requests? Our HR experts can help you design a compliant, fair, and practical approach for your team. Let's talk.