Time Off Request Form Template
A time off request form is a short written record of the dates an employee wants away from work and the reason behind the request.
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How to fill in a time off request form
Complete three quick steps to get your request ready to send
Open the template
Open the time off request form template directly in our editor without any setup.
Fill in the template
Enter your name, dates, and reason for leave into the ready-made fields.
Download the template
Save the completed form as a PDF file to send directly to your manager or HR team.
What is a time off request form?
A time off request form is the document an employee submits to ask for approved leave from work. It names the employee, the supervisor or department, the dates requested, and the type of leave — vacation, sick, or compensatory time. Once signed, it becomes the record both sides can point to if a date or balance is later questioned. An employee time off request form keeps that process consistent across a whole team, rather than relying on scattered messages or verbal asks.
Key Takeaways
- A request form logs planned leave dates
- Names the employee and their supervisor
- Signed copy becomes the approval record
What does a time off request form look like?
The form opens with the employee's name, job title, and department, followed by the requested start and end dates. Below that sits a field for the type of leave — vacation, sick, or compensatory time-off — and a short line for the reason. A signature block for the employee and approving manager closes the page, sometimes paired with space to note remaining leave balance.
Who needs to approve a time off request form?
Most workplaces route the form to a direct supervisor or department manager first, since they can see staffing needs on the requested dates. Larger organizations may also send a paid time off request form to human resources for a record of the approved balance. Approval usually happens before the leave is confirmed, not after the employee has already made plans around it.
What happens if a time off request is denied?
A denial is usually explained on the form itself, often with a note about staffing conflicts or blackout dates. The employee can then resubmit a simple time off request form with alternate dates, or discuss the decision directly with their supervisor. Keeping a written copy of the original request helps if the timing needs to be revisited later.
What should you include in your request?
Most workplaces expect a written request at least one to two weeks before the requested dates, though longer absences often call for more notice. Submitting a printable time off request form early gives a manager time to plan coverage and reduces the chance of a scheduling conflict. Shorter notice is sometimes accepted for sick leave or urgent personal matters.
Frequently asked questions
