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Day Off Request Form Template

Simplify your employee time-off management process

Not having a clear process for day off requests can lead to confusion and missed opportunities for your team. This Day Off Request Form Template is designed for HR professionals and managers looking to streamline their time-off management. Enjoy benefits like easy submission tracking, mobile-friendly access for all employees, customizable fields for specific information, and automated notifications for approvals, making the process seamless for everyone involved. Try out the live template to see how effortless requesting time off can be!

Use this Template (FREE) Live Preview
Employee full name
Work email
Department or team
Manager or supervisor name
Requested start date
Requested end date
Is this a full day or partial day?
Full day
Partial day
If partial, what hours will you be away?
Brief reason for this request
Type of time off
Vacation
Personal day
Sick leave
Medical appointment
Bereavement
Jury duty
Family emergency
Religious observance
Other
Please Specify:
Have you arranged coverage for your responsibilities?
Yes
No
Coverage plan and handover notes (if any)
Best way to reach you if needed during your absence
Email
Phone call
Text message
Messaging app
Do not contact unless urgent
Employee signature
Submission date
I confirm the information is accurate and understand this request is subject to approval
Strongly disagree
Disagree
Neither
Agree
Strongly agree
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Paper art illustration featuring a day off request form with sections for dates and employee information

When to use this form

Use this form when you need a single day or partial day away from work. Common cases: a morning medical appointment, a parent-teacher meeting, a home repair, or a religious holiday. Submitting this request early helps your manager plan coverage and log time correctly. If you plan a multi-day trip, use the Employee vacation request form instead. If you only need to work remotely, send a Work from home request form. For faith-based observances that may need an alternative process, see the Religious accommodation request form. HR and team leads benefit from a clear record, while you get a fast yes and fewer back-and-forth messages.

Must Ask Day Off Request Questions

  1. What date(s) and time(s) are you requesting off?

    Exact timing lets managers schedule coverage and calculate hours. It also prevents conflicts with blackout periods or previously approved time.

  2. What is the reason for your absence?

    Choose vacation, sick, personal, religious observance, or other so we route the request under the right policy. If this relates to bonding with a new child, use the Parental leave request form instead.

  3. Should this use paid time off, sick leave, or be unpaid?

    Stating the pay type ensures we deduct the correct balance and follow policy and local laws. It prevents payroll errors and surprises on your paystub.

  4. How will your work be covered while you are out?

    Coverage details reduce disruption and protect deadlines. List a backup person, handoff notes, and any urgent tasks or SLAs.

  5. Who approves this request, and how can we reach you if needed?

    Naming your manager assigns accountability and speeds decisions. A contact method lets us resolve quick questions without delaying approval.

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