26 Accepted Reasons for Cuti Kerja in Malaysia Every Employer Should Know

Employees work almost every day, but sometimes they have personal matters to take care of during working days.

Usually, they’ll use their annual leave for this.

But as an employer, it’s important to consider whether the reason for the leave makes sense or not.

We’ll go through the common reasons for leave or cuti kerja that are generally accepted.

We’ve also included a free leave request template at the end. Let’s dive in!

Why It’s Important to Know Accepted Leave Reasons

Managing leave or cuti kerja requests can be tricky.

On one hand, you want to support your employees’ needs.

On the other, you must make sure the business runs smoothly.

When you know what types of leave are valid and legally recognised, it becomes easier to decide which requests should be approved.

It also helps you avoid potential disputes or non-compliance with the Employment Act 1955 (Amendment 2022).

More importantly, being fair and transparent with leave approvals builds trust between you and your team

Can Employers Decline Leave Requests? When?

Yes, there are times when you may need to decline a leave or cuti kerja request.

But it must be handled carefully and fairly.

For example, if the request comes during peak business operations, or if the employee has already used up their annual entitlement.

You may also decline leave if the type is not covered under your company’s policy or collective agreement.

However, for statutory leave (like medical or maternity), rejection is usually not an option.

Make sure your team understands which types of leave need approval and which are guaranteed by law.

Categories of Leave Reasons

Accepted cuti kerja usually falls under five broad categories:

Statutory leave: Leave that is required by law, such as annual leave, sick leave, and maternity leave.
Medical-related leave: Hospitalisation or medical treatment.
Personal or family obligations: Religious holidays or important ceremonies.
Miscellaneous reasons: as moving house, personal errands, mental health breaks, etc.

26 Commonly Accepted Reasons for Leave in Malaysia

1. Annual Leave

Annual leave is a standard benefit given to employees each year.

It’s usually used for personal plans, rest, or holidays.

While it’s a right, employees are expected to plan it in advance and submit a formal request so the team can adjust workloads smoothly.

2. Sick Leave

When an employee is unwell and not fit to work, they’re entitled to take sick leave.

They should inform their manager and provide a medical certificate when needed.

This helps HR record the leave and keep things in order.

3. Hospitalisation Leave

If a medical condition requires the employee to be hospitalised, they can claim hospitalisation leave.

This is different from regular sick leave and usually comes with a longer duration, supported by documents from the hospital.

4. Maternity Leave

New mothers are entitled to take maternity leave, typically up to 98 days as per Malaysian law.

Employers should guide their team members through the process and help make proper arrangements before the leave begins.

5. Paternity Leave

Paternity leave helps the employee be present and support their family after their spouse gives birth.

Most companies give around 7 days, but it depends on the company's policy.

It’s a meaningful benefit that reflects care and support.

6. Marriage Leave

Getting married is a big life event.

Many companies grant a few days off to help employees prepare or celebrate their wedding.

It’s a good gesture of goodwill that can boost morale and loyalty.

7. Compassionate or Bereavement Leave

When an employee loses a loved one, a short leave helps them attend the funeral and grieve with their family.

Companies are encouraged to show empathy and make the process of applying for this leave smooth and respectful.

8. Public Holidays

These are official rest days based on national or state celebrations.

Employers must follow the annual gazetted public holiday calendar.

Any request to work on these days must be compensated accordingly.

9. Unpaid Leave

Employees can apply for unpaid leave if needed when paid leave is fully used.

It should go through a proper approval process, especially if it’s for a longer duration.

Employers should review the reason and operational needs before making a decision.

10. Childcare Leave

Employees who are parents may need time off to care for their child, whether it's for school events or health issues.

Though not required by law, offering childcare leave can help retain top talent and support working parents.

11. Emergency Family Matters

Urgent family situations, like a child falling sick or an elderly parent needing help, can happen without warning.

Companies that provide flexibility during such times often gain employee trust and loyalty in return.

12. Menstrual Leave

Some employers offer menstrual leave to female employees experiencing discomfort.

It’s optional under Malaysian law, but offering it can show that a company values the well-being of its female staff.

13. Study or Exam Leave

If an employee is continuing their studies, they might need a day or two off during exams or classes.

Employers can consider supporting this by offering limited study leave as part of career development support.

14. Injury or Medical Treatment

Accidents or follow-up treatments sometimes require rest or checkups.

Employers should accept leave requests supported by doctor’s notes and help the employee ease back into work after recovery.

15. Attending a Court Case

If an employee is involved in a legal case, as a witness or for personal matters, they may need to attend court.

They should inform HR in advance and provide documentation if needed.

16. Voting or Election Leave

During general elections, employees may ask for time off to vote, especially if they need to travel back to their hometown.

Some companies offer flexible hours or partial-day leave to support this civic duty.

17. Religious or Cultural Observances

Employees may request time off to join religious ceremonies or traditional events.

These requests often happen around festive seasons and can be handled with open discussion and schedule planning.

18. Moving House

Relocating to a new home requires time for packing, logistics, and settling in.

While this isn’t a formal leave category, employers sometimes approve a one-day leave under personal reasons or annual leave.

19. Attending a Funeral (Non-Immediate Family)

If the deceased is not an immediate family member, companies may still grant a short leave out of compassion.

This could include close friends, distant relatives, or even long-time community members.

20. Mental Health or Wellbeing Leave

Some employees may request leave to manage stress, anxiety, or burnout.

As mental health awareness grows, more companies are recognising the importance of taking a day or two to rest emotionally.

21. Company Shutdown or Block Leave

Companies may enforce collective leave periods, especially during festive seasons or low-operation months.

Employees must follow internal announcements and prepare their tasks beforehand.

22. Community Service or Volunteering

In support of social responsibility, some companies offer leave for volunteering activities.

It’s usually optional but encouraged when it aligns with the company’s CSR goals.

23. Jury Duty (If Applicable)

While not common in Malaysia, if an employee is ever summoned for jury service or other government duties, employers can support them with time off and documentation help.

24. Natural Disaster or Personal Crisis

Events like floods, landslides, or family crises may make it hard for an employee to work.

In such cases, emergency leave or unpaid leave can be offered with compassion and quick HR support.

25. Travel Due to Work Burnout

Sometimes, an employee needs a break before burnout worsens.

Approving leave during low workloads or after peak periods can help reset their energy and improve long-term productivity.

26. Personal Errands

From renewing an ID to settling banking matters, some tasks can’t be done outside office hours.

Employees may ask for a short leave to complete these, either using annual leave or flexi-time arrangements.

How Employers Should Handle Leave Requests

Managing employee leave or cutie kerja involves a few important steps to make sure everything stays organised and fair for everyone.

Below are the steps on how employers should handle leave requests:

1. Set a clear leave application process

Make it easy for employees to apply for leave.

Use a form, HR system, or even email, but the process must be clear.

Let your team know where and how to submit their leave requests.

2. Ask for proper documentation

For medical, emergency, or long-term leave, ask for supporting documents like medical certificates or proof of appointment.

This helps you verify the request and keep a proper record.

3. Keep track of leave balances

Always update your records.

Use an HR system, a shared spreadsheet, or a manual tracker to make sure employees don’t go over their entitlement.

Tracking also helps you plan team resources better.

4. Review requests carefully

Before approving or rejecting, look at the employee’s remaining leave, current workload, and whether others are also away at the same time.

If there’s a clash, try to discuss and reschedule.

5. Communicate decisions clearly

Let employees know if their leave is approved or not, and explain the reason if it’s rejected.

Use a kind and respectful tone so they feel supported, even if the request cannot be granted.

6. Plan for coverage

If someone is going on leave, assign their urgent tasks to others or set up temporary support.

This helps prevent disruption and avoids putting pressure on the rest of the team.

7. Encourage early notice

Train employees to submit their leave requests as early as possible, especially for long holidays or special occasions.

This gives you more time to prepare and arrange backups.

8. Stay consistent with policies

Stick to your company’s leave policy and treat everyone fairly.

If you approve one case, be ready to explain why you made that decision so others don’t feel unfairly treated.

3 Leave Request Templates Free Download

Need help drafting leave or cuti kerja request letters or emails? We’ve got three easy-to-use templates that cover:

FAQ

Can I ask for proof for certain types of leave?

Yes, especially for medical leave or emergency family matters.

Requesting a doctor’s note or a supporting document is acceptable and helps keep things transparent.

What if employees abuse compassionate or emergency leave?

Have a clear policy that outlines the acceptable use of such leave.

If misuse becomes a pattern, investigate fairly and document all findings.

Is it legal to deny leave requests?

It depends. Statutory leave, like sick or maternity leave, must be granted.

But for non-mandatory leave, you may reject the request based on business needs. Just be fair and explain the reason.

Do employers need to approve personal or unpaid leave?

Yes, approval is needed.

While personal leave is discretionary, unpaid leave should follow your company policy, and employees must submit a formal request beforehand.

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