What to do if…
your approved time off is cancelled with very short notice

What to do now

1. Capture the basics. Write down the exact dates and hours of leave, when it was approved, when and how it was cancelled, who cancelled it, and what they are asking you to do instead. Save emails, screenshots, rota changes, booking confirmations, and messages.
2. Check what kind of time off it is. Look at your contract, handbook, HR system, rota policy, or holiday policy. Confirm whether this is statutory annual leave, extra contractual leave, unpaid leave, TOIL, a shift swap, or another arrangement.
3. Check the cancellation notice rule before you decide what to do. For statutory annual leave, official sources generally say an employer must give advance notice before refusing or cancelling holiday, and your contract or a relevant workplace agreement may set a different rule. GOV.UK says the notice is the amount of leave requested plus 1 day; Acas and nidirect describe it as at least the same amount of time as the leave requested. If the notice is very short, unclear, or not written down, ask what rule they are relying on for your workplace.
4. Reply in writing the same day. Send a short message to your manager, and copy HR if that is normal where you work. Say you received the cancellation, ask them to confirm whether you are required to work the specific dates and hours, and ask which contract, policy, agreement, or statutory rule they are relying on.
5. Name the practical problem, not the whole story. Briefly list any non-movable commitments, such as travel already started, prepaid travel, childcare, care responsibilities, a medical appointment, or being away from the area. Keep receipts and booking confirmations, but do not send more personal detail than needed.
6. Offer one or two realistic alternatives if you can. For example, ask to keep the leave as approved, keep some named days off, move the leave to named replacement dates, cover only a specific urgent handover before leaving, or agree a limited shift swap if a colleague genuinely agrees.
7. Ask for a written decision about costs or exceptions. If you may lose money, ask whether they will cover cancellation costs, approve the leave as planned, agree replacement dates now, approve unpaid leave, or agree TOIL. Do not assume reimbursement is guaranteed unless your contract, policy, or agreement says so.
8. If they will not confirm in writing, escalate calmly. Ask HR for an urgent written review. If you are in a union, contact your union rep and send the timeline, screenshots, and the written approval. Use the official employment advice route for where you work if you need outside guidance.
9. If you truly cannot attend, say that plainly in writing. Keep it factual: for example, “I am out of the area,” “I have pre-arranged care,” or “I have an appointment that cannot be moved.” Ask for the safest alternative and a written outcome. Do not disappear.