Team
Leave & Absence Guidelines

Leave & Absence Guidelines

Request Off Regulation

Please follow the Request Day Off Submission Regulation as outlined below:

Day OffNotice in Advance
2h - 3hIn the day
1 day and half day1 day before
2 - 3 days2 days before
1 week1 week before
2 weeks2 weeks before
3 - 4 weeks1 month before

Urgent Cases

In the case of an urgent situation (e.g., illness, accident, natural disaster), requests should be submitted as soon as possible. While we understand that emergencies can arise, timely communication helps ensure smooth team operations.

Leave Request Approval Process

Before requesting a day off, please familiarize yourself with (the company’s leave regulation)[/team/leave-and-absence-guidelines#request-off-regulation]. Ensure you check your available vacation and personal days before submitting a request.

Step 1: Request Submission

There are two cases for submitting a leave request:

  • Developer/Project Member:

    • Submits their leave request to their Scrum Master (SM), Team Leader, or Manager (depending on the project) for approval, including a specific private reason.
    • Ensures that arrangements for coverage are made before submitting the request.

  • SM/Leader/Manager:

    • Submits their leave request to Mr. Quynh (CEO) for a approval, including the specific private reason.

Step 2: Evaluation and Approval

  • SM/Team Leader/Manager:
    • Assesses the project situation, teamwork, and workload before making a decision.

Special Requests:

For the following cases, SM/Team Leader/Manager must escalate the request to the Board of Directors (BOD) for approval before finalizing:

  • Long leave (> 2 days)
  • Family emergencies
  • Private matters
  • Enrolling in a long-term course

Step 3: Final Approval & Notification

  • SM/Team Leader/Manager/CEO: Grants final approval by emails, Slack messages, SMSs.
  • Team Member on Leave Request:
    • (Informs all relevant members)[/team/leave-and-absence-guidelines#leave-request-format] via the company’s Slack chat group, including the date, time, and optionally the reason.
    • Cc Mr. Quynh (CEO) & Ms. Phuong (Accountant) for tracking purposes.

Leave Request Format

All leave requests should be sent in the following format:

Hi [@Your team member], cc @Quynh Nguyen @Phuong Vo

- Time off: [Start Time] - [End Time], [Date]
- Reason: [Clear and specific reason]

Example:

Hi , cc @Quynh Nguyen @Phuong Vo

- Time off: 17:00 - 18:00, 27/02/2025
- Reason: I handle the paperwork at the Committee of Ngu Hanh Son district.

Guidelines for Providing Reasons

To foster transparency and team empathy, all leave requests should include a clear and specific reason.

🚫 Avoid vague terms like:

  • "Personal issues"
  • "Private matters"
  • "Busy with something"

✅ Instead, be transparent and professional:

  • Acceptable reasons:
    • "Doctor’s appointment at [clinic/hospital name]"
    • "Attending a family wedding in [location]"
    • "Handling paperwork at [government office name]"
    • "Taking care of a sick family member"

This approach ensures that everyone understands the context without unnecessary details while fostering a culture of trust and fairness.

By following these guidelines, we create a supportive and accountable work environment for all team members.

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