Time Off Request Form Example

In any job, employees must work a minimum number of hours every week. in many countries, employees receive any pay or benefits. It is in addition to the paid vacation time, sick time, and personal leave. You can also take off holidays without a penalty. The following example shows how you can create a request form template for time off.

You should set up a vacation policy that gives everyone time off. When you do, don’t forget about the people working overtime while others are taking a vacation. You need to make sure they get approval for requested time off or vacation days.

This example uses a simple form with two fields: Employee Name and Reason for Time Off. It’s important to note that some companies require more information than just this. For example, if your company has a formal procedure to request time off, it will have additional requirements. If so, follow those procedures. The first field allows you to enter the name of the person who wants time off. The second field will enable you to enter a reason why someone needs to take time off.

If there are multiple reasons, separate them by commas. For instance, “I need time off because I am going on vacation,” will be entered into the field like this: “Reason for Time Off”: “Going on Vacation.”

The time off request allows employees to request vacation or sick days without going through the payroll process. It is excellent for employees who need to use vacation or sick days but do not want to deal with the hassle of requesting them through the payroll system.

What are 6 Types of Time Off Request?

Employees can submit requests for time off at any time during the year. Some employers allow employees to request time off throughout the year, while others only allow an employee time off requests once every six months. There are several different types of time off requests. Here are some examples:

1. Sick Leave Requests

An employee can ask for time off due to illness. Employees can submit requests for sick leave anytime during the year.

2. Vacation Requests

An employee may request time off to attend to family matters or other personal business. Employees can submit requests at any time during the calendar year.

3. Personal Leave Requests

An employer may grant personal leave to employees who need time off due to specific events such as weddings, funerals, etc. These requests are made within one month of the event.

4. Annual Leave Requests

Employers give employees an annual allotment of vacation time each year. The amount varies depending on the number of hours worked per week.

5. Emergency Leave Requests

An emergency leave request is used when an employee needs to take time off due to an unforeseen situation. An emergency leave request is often granted within 24 hours of the request being submitted.

6. Holidays and Special Days

Some employers offer special days off to employees. These include holidays and religious observances.

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Six Best Practices For Creating a Time Off Request in 2024

When creating a time off request form, keep these best practices in mind:

  • Make sure all request forms state when employees can submit requests.
  • Allow employees to select all the dates they wish to take off.
  • Include a way for employees to indicate whether they are taking a vacation or sick days.
  • Provide instructions on submitting request forms.
  • Be clear about what happens after employees submit the formal request.
  • Keep track of requests, and manage time-off requests so you know which ones were approved.
  • Review your policies regarding time off requests, paid time, and unpaid time off.

Let’s have a detailed look at top practices to follow for time off request:

1. Make Sure Your Employee Forms Are Accurate

Make sure that your employee forms are accurate. If an employee submits inaccurate information, it could lead to problems down the road. Remember that any information that is collected can be sent to your payroll service provider. You should ensure that the data is correct before sending it.

2. Allow Employees To Select All Dates They Wish To Use

Give employees the option of selecting all the dates they wish. It makes it easier for them to complete their time-off request.

At the same time, it is your duty to ensure to include a way to indicate whether they are taking a vacation or sick days.

Provide employees with a way to identify if they are requesting vacation or sick days. It helps the HR department understand why they are taking time off. It also provides a record of how many days each employee has taken off.

3. Ensure That There Is Enough Information On The Form

Include enough space for employees to write out their reason for requesting time off. It will help prevent mistakes from occurring.

At the same time, Keep track of requests so you can see which ones have been approved. It lets you determine if an employee has taken too much or not enough time off. It also gives you a better idea of how much time off your employees took and any unpaid time.

4. Create a System That Allows Employees To Submit Their Requests Easily

Create a system that makes it easy for employees to submit their requests. For example, if employees must fill out a paper form, make sure there is space on the record to write down the date they would like to take off.

Steps to make a time-off request

Ensure that your company has clear policies regarding time off requests. It is essential to have the procedure to ensure employees understand how you can handle their demands. Thus develop a simple time off request form that you employee can fill with ease.

5. Give Employees Instructions On How They Can Use Their Time Off

Provide employees with instructions on how they can use their time off. It includes things like whether they should call in or come into work.

Track all time-off requests so you know which requests were approved. It will let you keep track of the total number of days each employee has taken.

6. Be Flexible With Approving Time Off Requests

If an employee does not provide specific reasons for wanting time off, consider approving the request anyway. However, do not approve more than one day at a time. Instead, support several days at once. It will allow you to monitor how many days each employee takes off.

Review your policy every few years to ensure that it still reflects current times. It is crucial to track and monitor how much time each employee takes off. It allows you to determine how much money you need to pay your employees less the requested dates.


Allowing an employee to take time off is necessary both for you and the employee, so you can help them stay motivated, fresh and productive, while they can take some personal time out from busy routines to enjoy. For that, you must implement right employee time off strategies. Make sure you don’t forget to compensate those employees who will work over time when others are on a leave. This article provides insights into how to make a time off request form, along with some top practices to follow. Go through the points to upskill your knowledge.


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Josh Fechter
Josh Fechter is the founder of HR.University. He's a certified HR professional and has managed global teams across 5 different continents including their benefits and payroll. You can connect with him on LinkedIn here.