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Holiday Request Form Template

Create an Effortless Holiday Request Process for Your Team

If managing holiday requests feels overwhelming, you're not alone. This holiday request form template helps HR teams and managers easily collect and track vacation requests, ensuring seamless communication and planning. Benefit from quicker approvals, organized records, and reduced back-and-forth with employees about their time off, all while maintaining compliance with company policies. Explore how this template can simplify your holiday management today.

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Full name
Work email
Department or team
Manager or supervisor name
Manager email (for notification)
Type of leave requested
Annual leave / Vacation
Personal leave
Unpaid leave
Compensatory time
Other
Please Specify:
Start date
End date
Are any half days included?
No half days
Start date half day
End date half day
Both start and end half days
Who will cover your responsibilities while you are away?
Handover notes or coverage plan
Best way to contact you during your leave (optional)
Have you blocked these dates in your calendar?
Yes
No
Type your full name as a signature
Date of acknowledgment
I confirm I have reviewed the leave policy and the information provided is accurate.
Strongly disagree
Disagree
Neither agree nor disagree
Agree
Strongly agree
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Colorful paper art illustration featuring a holiday request form with decorative elements and text highlights

When to use this form

Use this template when employees plan time off for vacations, personal travel, or school breaks. It helps managers spot overlapping requests, plan coverage, and approve faster, while HR keeps a clear record for payroll and compliance. Examples: a teammate books a week in July; a retail associate asks for three afternoons during exams; a team staggers summer leave across a project. For a single day away, use the Day off request form. For extended time, route longer absences through the Request for leave of absence form. If the time away is due to illness, submit the Sickness leave form. The result: fewer clashes, faster approvals, and a documented trail.

Must Ask Holiday Request Questions

  1. What dates and times are you requesting?

    Specific start and end dates (and any partial hours) help managers check team coverage and avoid conflicts. Clear timing reduces back-and-forth and speeds up approval.

  2. Which leave type applies (paid vacation, unpaid, PTO)?

    Choosing the correct category ensures the right accruals, pay, and policy rules. If your time off is for a religious observance that needs accommodation, use the Religious accommodation request form.

  3. Are your dates flexible if coverage is limited?

    Knowing your flexibility lets managers propose alternatives that keep work on track. This often turns a tentative request into a quick yes.

  4. Who will cover your duties and what is your handover plan?

    A named coverage contact and a brief handover plan protect deadlines and service levels. It shows you have thought through impact and builds approver confidence.

  5. How can we reach you while you are away (email, phone, emergency contact)?

    An optional contact ensures we can handle urgent issues without delay. It also sets boundaries so your time off stays uninterrupted unless truly necessary.

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