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Absence Request Form Template

Simplify Your Employee Absence Collection Process

Managing employee absences can be challenging, especially when you need to streamline the request process. This absence request form template is designed for supervisors and HR managers seeking to collect essential information efficiently. It helps you ensure clear communication, maintain accurate records, and improve response times, all while remaining compliant with workplace policies. With customizable fields tailored to your organization, you can create a user-friendly and effective tool that your team can rely on. Explore the live template to see how it works.

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Employee full name
Employee ID or payroll number
Job title
Department or team
Work email
Work phone
Manager or supervisor name
Manager email
Type of absence
If other, please specify
Reason for absence
Is this absence paid?
Paid
Unpaid
Not sure
First day of absence
Last day of absence
Absence pattern
Full days
Partial days
Mix of full and partial
If partial days, specify dates and times
Total workdays requested away
Will you be reachable during this period?
Yes
No
Only for urgent issues
Preferred contact method during absence
Email
Phone
Messaging app
Not reachable
Other
Please Specify:
If other contact method, please specify
Is this related to a previously approved leave?
Yes
No
Have you updated your calendar or scheduling system?
Yes
Not yet
Not applicable
Have you arranged coverage for key tasks?
Yes
In progress
Not needed
No
Coverage details and handover notes
Primary coverage contact (name and contact details)
Handover completion date
If other documents, please describe
Supporting documents provided
Medical certificate
Jury summons
Bereavement documentation
Travel itinerary
None
Other
Please Specify:
Employee signature (type full name)
Signature date
I confirm the information provided is accurate and I will follow applicable leave policies
True
False
Manager notes
Manager signature (type full name)
Manager sign-off date
Manager decision
Approved
Approved with changes
Needs more information
Declined
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Paper art illustration depicting an absence request form for FormCreatorAI article

When to use this form

When you need time away from scheduled work, use this form. Submit it for planned vacation, medical appointments, school events, unexpected illness, or bereavement. Your manager gets the key details in one place: dates, hours, leave type, reason, and coverage plan. That speeds approvals, keeps staffing balanced, and keeps payroll and records clean. For simple days off, the Time off request form may be a better fit. To track policy-specific days, such as vacation or sick time, use the Vacation and sick leave form.

Must Ask Absence Request Questions

  1. What dates and times are you requesting off?

    Exact start and end times help scheduling, coverage, and shift swaps. They also prevent partial-day confusion and make payroll accurate for hourly staff.

  2. What type of leave will you use (PTO, sick, unpaid, bereavement, jury duty)?

    Leave type ensures the right policy and documentation apply, and it deducts from the correct balance. If this is only about using accrued hours, you can also use the PTO Request form.

  3. What is the reason for your absence?

    A brief reason gives HR enough context to approve or request proof when needed. It also helps spot patterns and plan workloads during busy periods.

  4. Who is your manager or approver?

    Naming the approver routes the request to the right person the first time. It speeds decisions and creates a clear audit trail.

  5. How will your work be covered while you are away?

    Listing handoffs, backups, and status reduces disruption for your team and customers. It sets expectations and shows you planned the impact.

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