Time Off Request Form Template
Simplify Your Employees' Time Off Requests
Managing employee time off can be a headache, especially when requests pile up. Our Time Off Request Form Template is designed to help HR professionals and managers streamline the leave approval process, ensuring fair and prompt handling of requests. This template allows employees to enter their contact information, specify the dates of their leave, and provide any necessary comments, making it simple to track requested time off. With this organized approach, you can minimize misunderstandings, enhance transparency, and ensure compliance with your company's time off policy. Try the live template to see how it works!
When to use this form
Use this form when employees need time away for vacations, medical appointments, sick days, personal matters, or emergencies. It helps managers and HR collect the same details every time, plan coverage, and keep clean records for payroll and compliance. For a single day off or a half day, point people to the Day off request form. For multi-day PTO or illness, the Vacation and sick leave form may be a better fit. Typical outcomes: fewer back-and-forth emails, faster approvals, and clear expectations for handoffs.
Must Ask Time Off Request Questions
- What dates and times are you requesting off?
Specific start and end dates (and partial-day times) show the exact schedule impact and reduce back-and-forth. Clear timing helps managers assign coverage and lets payroll calculate hours accurately.
- What type of leave are you requesting (vacation, sick, personal, unpaid, other)?
Classifying the leave ensures the right policy, approval path, and pay rules apply. For longer trips, route requests through the Employee vacation request form to keep records consistent.
- What is the reason for your request?
A brief reason (no sensitive details) helps prioritize approvals and meet legal or policy requirements. If it is jury duty, bereavement, or another special case, the Absence request form may be more appropriate.
- How will your work be covered while you are away?
Listing backups, handoff notes, and key deadlines reduces delays and protects service levels. It also speeds approval because managers can see the coverage plan at a glance.
- What is your current PTO balance and have you reviewed any blackout dates or policy rules?
Knowing balances and restrictions up front prevents approvals that payroll cannot support and reduces rework. This also signals whether unpaid leave or a different request type is needed.
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