What is a paid time off request form?

A paid time off request form is a document that formally records an employee’s request for time off. It typically provides fields for details like the reason for the absence and the dates. You can create paper copies or a digital form that employees can submit electronically.

Benefits of creating an employee PTO request form

Creating a paid time off request form is a way to standardize the request process and document employee absences. The form offers the following benefits:

• Consistency: All departments can use the same form to establish a consistent time off request procedure. This reduces confusion and allows the company to enforce PTO policies fairly. It also reduces the chances of a forgotten or lost request.
• Compliance: The form serves as a tracking system to help you verify that your employees and managers are following your PTO policies.
• Flexibility: You can customize the fields on the form and update it regularly as your needs change.
• Resource planning: Using a standardized form that goes through HR allows the organization to plan for absences.

What to include in a PTO form

You can customize the time off request for your company based on your processes and needs. Include details that accurately document the absence and allow for decision-making about the approval.

The following items typically appear on the form:

• Employee’s full name and employee ID number
• Date the request is submitted
• Dates requested off
• Total number of hours requested off
• Reason for the request
• Signatures from the employee and supervisor
• A statement that approves or denies the request

PTO is typically one general category for leave. Some companies designate separate leave categories or specify acceptable reasons for requesting time off.

Examples of leave types include:

• Paid sick leave for personal illness or to care for a sick family member
• Bereavement to grieve the death of a loved one
• Family care to act as a caregiver
• Parental leave
• Military duty
• Vacation time
• FMLA leave

Example of a PTO request template

The following sample time off request form can be used as a template for your form.

[Company Name]

Employee Name:

Department & Job Position:

Date of Request:

Dates Requested for Leave:

Half day or full day:

Total number of hours requested:

Type of Leave: [vacation, medical leave, jury duty, sick leave, etc.]:

Manager Approval: Yes No

Employee Signature and Date:

Manager Signature and Date:

Related: Unlimited Vacation Policy: Why Employers Should Consider It

Sample time off request form

Here’s an example of a completed form based on the PTO request template.

Wavewood

Employee Name: Steven Glasco

Department & Job Position: Marketing, External Marketing Specialist

Date of Request: 10/05/25

Dates Requested for Leave: 10/20/25-10/24/25

Half day or full day: Full day

Total number of hours requested: 40

Type of Leave: Medical leave

Manager Approval: Yes X No_

Employee Signature: Steven Glasco

Date: 10/05/25

Manager Signature: Kayla Armitage

Date: 10/07/25

How to manage time off requests

Establishing PTO management procedures can help you maintain productivity and adequate staffing to run your business effectively.

• Establish timeframes: Designate how far in advance requests must be received to allow you to make arrangements for the absence. For planned events, like vacations or scheduled surgeries, request timeframes might range from one week to one month in advance. State those time frames in the employee handbookfor reference.
• Address overlapping requests: Guidelines to determine who can take time off on the requested dates with overlapping requests allow you to handle the situation fairly. Consider making your decisions on a first-come, first-served basis or based on the level of urgency, such as surgery vs. vacation time.
• Plan for office productivity: Setting up a temporary hierarchical structure when team leaders are gone helps keep things moving and allows for easy task delegation. This helps ensure tasks aren’t paused or delayed until they return.
• Set time off restrictions: Identify times when employees aren’t allowed to take PTO unless there’s a death, sudden illness or other emergencies. This might include peak seasons or important events, such as year-end inventory.

Frequently asked questions about time off requests

Who is in charge of time off requests and relevant paperwork?

A company’s human resources staff is usually in charge of handling time off requests. You might require approval from a manager. In that situation, the HR representative may review the time off request form and send it to the manager for approval or denial.

What do you say to an employee who requests too much time off?

You might meet with the employee to review the company’s time off policy with them. Employees with excessive requests may need to provide proof that the request qualifies under the other categories of approved leave. You may choose to grant the time off but treat it as unpaid, especially if the employee’s accrued time off has been exhausted.