Unlock hundreds more features
Save your Form to the Dashboard
View and Export Results
Use AI to Create Forms and Analyse Results

Forgot Password?
Get Started
OR
Sign UpLogin With Facebook
Sign UpLogin With Google

Vacation Request Form Template

Streamline Your Vacation Request Process with This Template

Managing vacation days can be stressful, but it doesn't have to be. This vacation request form template is designed to help HR managers and team leaders efficiently collect and track employee vacation requests. With clear fields for essential details like dates and reasons, you can prevent scheduling conflicts, streamline approvals, and improve communication about time off. Plus, it's fully customizable and WCAG-aligned to ensure accessibility for everyone. Start using this live template to simplify your vacation management today.

Use this Template (FREE) Live Preview
Full name
Employee ID
Department
Manager or supervisor name
Work email
Phone number during leave
Type of leave
Paid vacation/PTO
Unpaid leave
Company holiday adjustment
Other
Please Specify:
Start date
End date
Any partial days included?
Yes
No
Scheduling notes (e.g., partial-day details or key dates)
Travel planned out of state or country during this leave?
Yes
No
Primary coverage contact while away
Handover notes and critical tasks
PTO/vacation balance reviewed in HR system
Yes
No
I confirm the information provided is accurate and complete
Yes
No
Signature (type your full name)
Signature date
I agree to follow the company time-off policy
Yes
No
{"name":"Full name", "url":"https://www.quiz-maker.com/QPREVIEW","txt":"Full name, Employee ID, Department","img":"https://www.quiz-maker.com/3012/images/ogquiz.png"}
Paper art illustration depicting a vacation request form with office supplies and a tropical backdrop

When to use this form

Use this form when an employee plans paid time off, a long weekend, or a multi-week trip. It works for hourly and salaried staff, and for partial days. Submitting early helps managers plan coverage, update the schedule, and keep payroll clean. If the time away is for another reason, send a Leave application form. If teammates will work extra hours to cover shifts, include an Overtime authorization form. The result: clear approvals, fewer conflicts, and an accurate record for HR. It is especially useful before busy seasons, school holidays, or when multiple team members request the same dates.

Must Ask Vacation Request Questions

  1. What dates and times are you requesting off?

    Specific start and end dates (and any partial-day hours) let managers check staffing and deadlines. It prevents overlap and keeps payroll and calendars accurate.

  2. What type of leave is this (paid vacation, PTO, unpaid, half day)?

    The leave type sets approval rules and how your balance is tracked. If the time away is for illness, submit a Sickness leave form.

  3. Who will cover your duties, and what is your handoff plan?

    Listing coverage, key tasks, and files reduces risk while you are away. It gives your team a clear path to keep work moving.

  4. What is your approving manager's name and email?

    Routing to the right person speeds up decisions and avoids back-and-forth. It also creates a clear record of who approved the time off.

  5. Does this request overlap with blackout dates or critical deadlines?

    Flagging conflicts early helps reschedule work or adjust staffing. If the time is for a religious observance, use the Religious accommodation request form.

More Forms

Copy/Edit Form Send to Recipients Make a Form w/AI Form Builder Must Ask Questions
  • 100% Free - No Catches
  • Collect Responses Today
  • Tailor to your Look & Feel