Free Time Off Request Form

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Last Update July 18th, 2024

Also Known As

Leave of Absence Request

Vacation Request Form

Absence Request Form

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What Is a Time Off Request Form?

A Time Off Request Form is a written request by an employee for approved absence from work, whether it be for vacation, sick leave, or other reasons.

To sustain a productive and motivated workforce, companies need to acknowledge situations where an employee's personal life takes precedence over their professional life.

An Employee Time Off Request form is used to ask for time away from work.

Other names for Request Time Off forms include:

The employment form is given to the employer who then decides if they will approve or deny the request.

Types of Time Off

Employees might need time off for many reasons. It's best to be open and clear to avoid problems and keep a good work environment.

Below are typical situations where an employee may need to request time off from work:

  • Sickness
  • Vacation
  • Injury
  • Jury duty
  • Bereavement
  • Family and Medical Leave Act
  • Maternity or paternity
  • Military duty
  • Short or long-term leave of absence
  • Family care

Use our template to make a Time Off Request form that helps you get the time off you need without mistakes.

Time Off Request Form Example

Employee Time Off Request forms might look different depending on state laws and employer rules.

Here’s an example to help you write your form:

Date:

Employee Name:

Department:

Position:

Email Address:

Phone Number:

Requested Time Off:

Start Date:

End Date:

Number of Days:

Reason for Time Off:

Comments/Notes:

I understand that this request for time off is subject to approval by my supervisor or manager.

Employee Signature:

Date:

Supervisor/Manager Approval:

[ ] Approved

[ ] Denied

Reason for Denial:

Supervisor/Manager Signature:

Date:

How To Fill Out a Time Off Request Form

When you need time off, make sure you follow the company's policies.

To complete a Time Off Request form:

  1. Start by entering the date at the top of the form. Then write your name, phone number, and email address. Below it, add your employer's name. Time off request dates
  2. Specify the hours or days that you are requesting off by indicating the beginning and ending dates. Requested time off
  3. Indicate the reason for your request. Requested reason
  4. Read and acknowledge the request depends on the authorization of the employer. Time off request acknowledge
  5. Sign and date the document. Time off request signing
  6. Submit the completed form to your supervisor or human resources department for review and approval.

Use our free online template and don’t miss any important details.

Time Off Request Sample

To avoid leaving out crucial information from your Request for Time Off form, it is recommended to review an example before creating the document.

Look at our sample Time Off Request form to see how to arrange it and what to include.

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Time Off Request Form Sample

Time Off Request FAQs

Understanding what to include in your Time Off Request form is crucial.

If you're not sure about something, check our FAQs to learn about the form's purpose and key elements.

Why Is a Time Off Request Form Needed?

Tracking employees' time off requests can serve several important purposes, including:

  • Scheduling: Company management often needs to create schedules to ensure adequate coverage in their departments when employees take time off. Work may need to be reassigned to ensure operations.
  • Compliance: It might be necessary to document employee time off to comply with federal and state laws, as well as internal company policies.

How Do I Get an Employee Time Off Request Form?

To get a Time Off Request form, ask your human resources department or your supervisor. Sometimes, you can also find the form online on your company's intranet or HR portal.

If you can't find the form, try asking a coworker or look for it on your company's shared drive or document system.

Make sure to use the right form from your company so your request is handled properly.

Can a Time Off Request Be Denied?

Yes, an employer can deny a time off request if there's too much work or not enough staff.

Employers should have clear rules about time off and explain any denials politely. If your request is denied, you can talk to your supervisor or the human resources department to understand why.

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Time Off Request Form Sample

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Preview of your Time Off Request

Memorandum
To: _________
From: _________
Date: ______________________, 20____
Subject: Request for Time Off
I am reaching out to formally request time off for vacation. I intend to be absent from _________ to _________.
Kindly inform me of the approval status. I appreciate your attention to this matter.

Sincerely,
_________
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