How to use the time off request form
- Enter your organization and a title for the form, and a short note if you want one at the top.
- List the types of leave you offer, one per line. Each becomes a checkbox.
- Choose which sections to print: a leave balance line, coverage and handoff, note lines and an office-use box.
- Check the preview, then use Download PDF or Print and complete the form by hand.
What the form covers
The form asks for who is requesting, which kind of leave, the first and last day off, the date of return and the days or hours involved. Optional lines ask for the balance before and after, who covers the work and what to hand off, and there is space for notes. A decision section has checkboxes for approved, approved with changes or not approved, with signature lines for the employee and the manager.
The leave types shown at first are examples. Replace them with the names your own policy uses, such as vacation, sick, personal or unpaid, and remove any you do not offer. Up to eight types fit on a line.
Making requests easy to approve
A request is easiest to decide when it is early, specific and tells the manager how the work will be covered. Asking for the return date, a contact while away and the handoff in the same place saves back-and-forth. Keep the signed form with the employee's record in whatever way your organization stores them.
To track balances after approval use the PTO Tracker Template, to plan days off around holidays use the Vacation Day Planner and to see what accrued leave costs the business use the Accrued PTO Liability Calculator.
Not legal advice
This is a blank form. Rules about leave, notice, pay during leave, medical leave and records differ by place and by employer, and this page does not apply any of them. Check your own policy and local law, and ask a qualified adviser if you are unsure. Everything is made in your browser, and nothing you type is uploaded.
Assumptions and limits
- The form is printed on US Letter paper and filled in by hand.
- Leave types are the ones you type. No policy or legal requirement is built in.
- The saved copy, if you tick the box, stays in this browser only.
- The company name in the sample is made up and is there to be replaced.
Frequently asked questions
What should a time off request include?
The employee's name, the kind of leave, the first and last day off, the day of return and who covers the work. Many employers also ask for the balance and a signature from the manager. This form has all of these.
Can I rename the leave types?
Yes. Type your own, one per line, up to eight. Each line becomes a checkbox on the form.
Does the form tell me how much leave I am owed?
No. It has a line to write your balance, but the amount comes from your policy or agreement. This page does not know the rules where you work.
Can I fill it in on screen?
The form is made to print and fill in by hand. You can set the heading, the leave types and the sections on screen, then print or save a PDF for people to complete.