Employee Time Off (Vacation) Request Form template
Free doc (Word) and pdf employee time-off request form.
Allows employees to formally ask their employer for scheduled absence from work - paid time off (PTO), vacation, sick leave, jury duty or any other reason deemed appropriate by the employee.
The request should be submitted to the employer and a decision approving or rejecting the request should be administered as soon as possible.
What is an employee time off request form?
An employee time off request form is an official document where the employee formally requests time off from work. This form includes important details relevant both for the employee and the HR team that allows them to review, approve and track time off requests efficiently.
If you track employee time with a tool such as Unrubble, these forms are unnecessary because Unrubble can sync with the company calendar and allow you to manage leaves and absences from one place. This not only covers legal requirements but also eliminates the need for manual time off request approvals.
What should a time off request form include?
Depending on the type of vacation, type of employment, the period of time the employee is taking and other details, the vacation request form template will include different details. Here are some of the most common items you can expect.
- The basic employee information (name, position, employee ID, department)
- Date of the request (the date when they are submitting the request for time off)
- Dates requested off (the time interval when they are requesting their vacation days)
- Type of time they are requesting (vacation time, personal leave, sick time, unpaid time)
- Reason for time off (additional comments where they explain the reasons for time off during a specific time frame)
- Contact information during absence (who the human resources department can contact in the time of absence)
- Approval section (where the manager, HR department or someone else can approve or deny the request)
- Employee signature (to acknowledge that the employee is familiar with the approval process, the PTO policy and additional time off request details)
Great time off requests should be crafted so that they cover the most important time off policies and have all the details relevant to the employee and the employer.
Types of time off requests
Depending on the specific situation, there are various types of time off requests from employees that you can get. They are all formal requests and valid, and here are some of the most common ones you can expect in print or digital forms. Make sure your vacation policy covers every type of request listed below.
1. Vacation leave
2. Sick leave
3. Personal leave
4. Parental leave
5. Bereavement leave
6. Jury duty
7. Military leave
8. Sabbatical leave
9. Compensatory time (comp time)
10. Unpaid leave
11. Holiday leave
12. FMLA leave
The time off request process should look similar for each of these. Our time off request templates are pretty general and can be adjusted and changed so you can easy make a well-crafted time off request form for your own use case.
Time off requests can be solid proof in case something goes wrong, so make sure to get a copy of the form via email, in Google Sheets and similar formats and store it somewhere safe. This is one of the pre-requirements for effective time off tracking.
Simple employee time off request form: FAQ
Check out frequently asked questions on this topic.
How do employees submit a time off request?
Employees submit a formal request using time off request forms. With Unrubble, this process becomes simpler. Employees can request time off for vacation days, sick days, and more, all within the platform. Submitting in a timely manner helps the employer manage the employee's absence. It’s also possible thanks to a time-off request template.
What information should be included in a time off request form?
A time off request form includes basic details for both the employee and employer: employee's name, position, dates of the requested time, type of leave (e.g., sick days), and an approval section. Properly filled forms ensure quick processing. Use a template to make sure you cover all the details.
How soon should a time off request be submitted?
Submitting a time off request in a timely manner gives both the employee and employer time to prepare for the employee's absence. Using a formal request form helps cover all necessary details, making approval easier.
