Holiday clashes happen when two or more employees request overlapping dates and the business cannot comfortably approve everyone being away.
There is no single rule that fits every workplace. The strongest approach is to use a clear policy, check operational needs and apply decisions consistently.
Acas recommends that holiday rules are communicated clearly and that employers manage requests openly, fairly and consistently.
Why do holiday clashes become a problem?
Overlapping leave can create problems where a team needs minimum cover, specialist skills or a certain number of people available.
Clashes are more likely to become difficult when requests are spread across emails, messages and spreadsheets because managers may not see the full picture quickly.
Set a clear holiday policy
A policy can explain how requests are handled when several people want the same dates. Common approaches include first-come-first-served, manager judgement based on operational cover, or a rotation for particularly popular periods.
Whatever method is used, it should be applied consistently and not discriminate against particular employees.
Review the right information before deciding
- Who is already approved to be away?
- Are there other pending requests?
- What minimum staffing level is needed?
- Are specialist skills or responsibilities affected?
- Could a compromise on dates work?
Can one of the requests be refused?
Yes. Employers can refuse particular requested dates, provided the relevant notice rules are followed and workers still have the opportunity to take their statutory leave.
Where possible, managers should explain the reason for the decision and discuss alternative dates rather than simply rejecting leave without context.
How to handle Christmas and school holidays
Busy holiday periods often generate repeated clashes. The company policy can set out how these periods are handled, including any deadline for requests or rotation approach.
Use one view of team availability
A shared staff holiday planner makes it easier to see existing leave before approving a new request.
Awayly also shows potential clashes in the approval process, helping managers see overlapping leave before making a decision.
Official sources
This guide provides general information for UK employers and teams. It is not legal advice. Employment circumstances can differ, so check current official guidance or obtain professional advice where needed.