What is a time-off request form?

A time-off request form is a document that formally records when an employee asks for time off. It includes all the details of the request, such as the reason for the absence and the dates the employee will be gone. It also includes a spot to indicate if their supervisor approved or denied the request. PTO request forms can help keep you organized if you only allow a certain number of employees off at one time.

Types of time off

Some companies lump all PTO into one category regardless of the reason. Other companies use categories for different types of employee absences. 

Here are some instances when an employee might want to request time off:

• Sickness: Companies usually offer paid sick leave for employees who are sick. They can typically use sick time to care for sick family members as well.
• Injury: Sustaining a major injury that requires rehabilitation or results in immobility is an appropriate time to ask for time off.
• Bereavement: Should an employee need time to grieve the death of a loved one, this is an instance where requesting time off would be appropriate.
• Family care: If an employee’s spouse, child, parent or another family member becomes injured or sick, consider granting time off so the employee can act as a caregiver. 
• Maternity: Grant time off to employees who are pregnant and will need maternity leave soon or are required by the doctor to rest.
• Military duty: It’s also appropriate to grant time off to military members who get called to active duty. 
• Vacation: As long as an employee hasn’t already used their vacation days for the year, they can request time off to go on a planned vacation.
• FMLA: The Family and Medical Leave Act provides employees the opportunity to take job-protecting unpaid leave for specific medical reasons, such as handling serious chronic health issues for the employee or a family member for a period of 12 weeks after 12 months of employment. 

How to manage time-off requests

Allowing employees to take PTO doesn’t mean they can be gone from work whenever they want. Having procedures in place to manage PTO use helps you maintain productivity and have enough staffing to run your business effectively.

These tips can help you manage PTO requests:

• Establish time frames: Create a minimum amount of notification employees need to provide for PTO requests to allow you to make arrangements for their absence. For planned events, such as vacations or scheduled surgeries, request time frames might range from 1 week to 1 month in advance and must be stated in the employee handbook. For emergencies, indicate how soon employees need to notify you if they can’t be at work. 
• Address overlapping requests: To avoid having too many employees gone at once, establish guidelines to determine who can take time off on the requested dates when overlapping requests happen. 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: Set up a temporary hierarchical structure for your employees when team leaders or those in vital roles are gone. Delegate tasks and additional responsibilities to other team members. For an extended leave, consider hiring and training a temporary replacement.
• Set time-off restrictions for important dates and deadlines: Identify times when employees aren’t allowed to take off unless there’s a death, sudden illness or other emergencies. This can help team members schedule events such as vacations before or after those dates.
• Approve time-off requests: The aim is to bring out the best in employees at all times. When you see a need to increase morale or improve overall work/life balance, it’s important to consider each request in context and approve those cases where it would be beneficial.

What to include in a time-off request form

You can customize the time-off request for your company based on your processes and needs. Include important details needed to document the absence and make a decision on approving the PTO.

The following items should typically appear on the form:

• Employee’s full name
• Date they submitted the request
• Dates they need off
• Why they need time off
• Signatures from the employee and their supervisor
• A statement that approves or denies an employee time off

How to create a time-off request form

Create and organize time-off request forms by using updated technological methods, such as:

1. Mobile and email applications

Consider using phone apps and email applications that let employees request time off, and immediately secure those dates on the company’s electronic work schedule. This will prevent miscommunication and ensure their time-off requests are confirmed.

2. Online form request

Online forms can be easily filed in electronic filing systems. These are easy to create using an online software program that has prebuilt templates, or you can ask your IT department to make a tailored time-off request form.

3. Company-wide notice

Once you’ve created the form, ensure all employees understand how to access and use it properly. You can do this in a tutorial video stored on your intranet, via in-person meetings or in an electronic memo.

A sample template for employee time-off request forms

Use this time-off request form template to use as a guide for creating your own.

[Company Name]

Employee Name:

Department & Job Position:

Date of Request:

Dates Requested for Leave:

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

Time-off request form example

Here’s an example of a filled-out time-off request form based on the template above.

Morley Financial Solutions

Employee Name: Samantha Robertson

Department & Job Position: Marketing department, external marketing specialist

Date of Request: 2/05/23

Dates Requested for Leave: 2/26/23-3/15/23

Type of Leave: Medical leave

Manager Approval: Yes X No_

Employee Signature: Samantha Robertson

Date: 2/05/23

Manager Signature: Kyle Smith

Date: 2/07/23

Employee Time Off Request Form Template for PDF & Word

Check out our PTO request form standard that you can use to for your employees to take time off from their work duties.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.

The bottom line for time-off requests

Approach an employee’s request for time off with compassion and understanding to help them manage their personal needs. By allowing an employee to take time off, you’re creating an opportunity for them to return to work refreshed and fully capable of performing their job responsibilities.

Frequently asked questions about time-off requests

What determines whether an employee receives paid time off (PTO) or unpaid time off?

One factor is whether the employee is exempt (not able to be paid for overtime) or nonexempt (paid for overtime). Exempt employees can receive paid time off because they usually receive an annual salary with that as a benefit. Nonexempt employees usually might not receive paid time off, as they’re paid by the hour. The second factor is whether an employee has already used all their sick or vacation days for the year. If this is the case, the employee will have to request unpaid leave. You can work with them to determine whether they want to use their PTO if they still have sick days or vacation days available.

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

Your human resources staff is usually in charge of handling time-off requests and related events since they specialize in employee and workplace relations. They’re the ones who meet with your employees, fill out the time-off request form and send it to a manager for approval or denial.

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

There are many issues associated with taking too much time off.

When it happens, there are a few ways you can respectfully but clearly demonstrate the problem:

• Remind them of the company’s time-off policy and establish the nature of the request to see if it qualifies under the other categories of approved leave. 
• If it’s a prolonged absence, show them how their absence harms the team, department or company to help them understand why it may be denied.
• You can grant the time off but treat it as unpaid, especially if their PTO has been exhausted.

Each situation is different, and that’s why it’s up to the manager or employer to discuss the leave request first with their direct report.

Can an employer deny a PTO request?

If the PTO request is against company policy, the employer can deny it. Another reason for denial might be that too many people are taking a vacation at the same time, which may cause strain. Additionally, even if the request was approved, employers can pull that approval. At the end of the day, employers generally have the right to deny PTO requests if they have a reasonable explanation for doing so.