Free Time Off Request Form Templates (+ Best PTO Form Tips)

Dealing with PTO requests can be a hassle, especially if you don’t have a proper filing system.

Luckily, this guide teaches you everything you need to know about time off request forms such as:

• What a time off request form includes,
• Time off request form templates, and
• Tips for managing PTO requests easier.

Free time off request templates

A time off request form is a document filled out by an employee formally requesting time off from work. As such, this form presents written proof of a  time off request  by an employee. 

Once they receive an employee time off request form, the employer or a supervisor can approve the request or deny it. 

A time off request form can be used for both paid and unpaid time off. 

Forms that are used for paid time off are commonly referred to as PTO request forms. The US Department of Labor differentiates between  3 types of paid time off :

• Vacation days,
• Sick days, and
• Personal days. 

Time off, in general, can also include medical leave, family leave, bereavement leave, jury duty leave, and others.

Our time off request samples can be accessed in 5 different forms:

• Google Docs,
• Google Sheets,
• Microsoft Word,
• Microsoft Excel, and
• PDF. 

Each template comes with separate Employee and Supervisor sections. 

The only item outside these sections is Company info. In that section, employers can add the name of the company and even their logo before handing it to the employees to fill out.  

When a worker wants to submit a time off request, they have to fill out the empty brackets in the Employee section and sign the request. Once the request reaches the person responsible for approving or denying the request, they have to fill out the Supervisor section. 

Template #1: A Basic Time Off Request Form

A Basic Time Off Request Form contains all of the relevant aspects of submitting a time off request. It allows employees to write the type of leave they’re requesting and provide reasons for the request. 

Both the employee and the supervisor can provide additional comments within the request.

⬇️ Download: Google Docs • Google Sheets • Word • Excel • PDF

Why use the Basic Time Off Request Form template?

This form is great for employers offering a consolidated PTO plan, which incorporates different types of paid leave in one policy. Employees requesting leave can write down whether they want to take paid time off or unpaid leave in the Type of leave section.

How to use the Basic Time Off Request Form template?

You should first choose the format you want your request to be. Excel, Word, and PDF formats can be downloaded by clicking on the link above.

Docs and Spreadsheet formats have to be copied. Once you click on the link for the format you want, you’ll be asked whether you want to copy the template. Simply click on Make a copy to copy the template.

Then, you should type in the company info and add your logo if you wish before handing the template out to employees.

Forms in Sheets and Excel automatically calculate the number of working days off requested based on the leave start and end dates employees enter. In Sheets, you can enter leave dates by opening the calendar by double-clicking on empty fields next to the Leave start date and Leave end date fields.

Template #2: A Time Off Request Form with a Checkbox

This request form comes with a list of various types of leaves. Workers need to tick the checkbox next to the type of leave they’re requesting instead of typing the exact type of leave they want.

The types of leave may include:

• Vacation leave,
• Sick leave,
• Personal leave,
• Medical leave,
• Family leave,
• Bereavement leave, and
• Jury duty leave.

In addition, employees whose leave type isn’t on this list can write the type of leave they want to take next to the Other type of leave checkbox.

⬇️ Download: Google Docs • Google Sheets • Word • Excel • PDF

Why use the Time Off Request Form with a Checkbox template?

This template speeds up the process of filling out a request form and is great for companies that offer various time off types. Employers can add different types of leave they offer to the list instead of asking employees to write down the type of leave they wish to take.

How to use the Time Off Request Form with a Checkbox template?

Once you choose the format you want your request to be, you can either download it (for Excel, Word, and PDF) or copy it (with Docs and Spreadsheets).

If you want to use Docs or Spreadsheets formats, you should first click on the download link. You’ll then be asked whether you want to make a copy of the template. Clicking on the Make a copy option will create a copied version of a template.

The first part of this template is the same as the previous template. It contains company and employee information, as well as Leave start and Leave end dates, and Total number of requested days off.

But, with this template, employees can check the type of leave they want to request in the checkbox next to that type of leave.

Excel and Sheets forms can automatically calculate the number of working days an employee requested. In Sheets, you can open the calendar by double-clicking on empty fields next to the Leave start date and Leave end date fields.

Remember to add company info before giving the template to employees to fill out.

Template #3: A Time Off Request Form Without Reasons for Time Off

Asking your employees to provide reasons for time off may discourage them from taking their earned vacation. Thus, employers are strongly advised against asking their employees to provide reasons for taking PTO.

This template comes without the section for time off reason/s.

⬇️ Download: Google Docs • Google Sheets • Word • Excel • PDF

Why use the Time Off Request Form Without Reasons for Time Off template?

You should use this template if you don’t require your workers to explain why they need to take time off. Not providing reasons for PTO speeds up the process of filling out the form.

Moreover, you’ll avoid potentially discouraging workers from taking the vacation they earned.

How to use the Time Off Request Form Without Reasons for Time Off template?

You should pick the format and either download it (for Excel, Word, and PDF formats) or copy it to your own document (for Docs and Sheets formats).

Docs and Sheets formats have to be copied. Once you click on the link for the format you want, you’ll be asked whether you want to copy the template. Click on Make a copy to copy the template.

Then, fill in the company info and hand the form out to workers.

This template looks similar to the Basic Time Off Request Form. Thus, it contains company and employee information, as well as Leave start and Leave end dates, and Total number of requested days off. However, it doesn’t have a section with reason/s for time off.

Your workers should fill out the empty brackets in the Employee section. Then, the supervisor fills out the Supervisor section, provides additional comments if needed, and signs the request.

Sheets and Excel formats automatically calculate the number of working days of leave a worker requests. To enter leave dates in Sheets, open the calendar by double-clicking on empty fields next to the Leave start date and Leave end date fields.

Template #4: A Time Off Request Form with a Table

If you don’t want to search for relevant information regarding the leave an employee requested throughout the form and want to have everything written in one table, you can opt for a Time Off Request Form with a Table.

In this table, employees can:

• Check the type of leave they’re requesting,
• Add the starting date for the leave, and
• Type the leave end date.

⬇️ Download: Google Docs • Google Sheets • Word • Excel • PDF

Why use the Time Off Request Form with a Table template?

The Time Off Request Form with a Table contains the relevant information regarding the type of leave and the dates requested in one place. This makes it easier for you to find the crucial dates and leave types in the request form.

In addition, this form allows employees to add dates next to different types of leave, in case they want to combine multiple types of leave.

How to use the Time Off Request Form with a Table template?

Like other request forms, the Time Off Request Form with a Table comes in 5 formats. Three of these forms can be downloaded (Word, Excel, PDF), while 2 of them have to be copied (Docs, Sheets).

If you want to use Docs or Spreadsheets formats, you should click on the download link. You’ll then be asked whether you want to make a copy of the template. Clicking on the Make a copy option will copy the whole template to your clipboard.

When you download/copy the form you want, you should fill out the company info before providing employees with the form. Employees can then fill it out when they need to request time off.

In the form’s table, employees should first tick the type of leave they want to request. Then, they need to provide the leave start date (From) and the end date (To ) in the column next to the type of leave they’re requesting.

Once workers submit their requests, supervisors should fill out the Supervisor section of the form.

Template #5: A Time Off Request Form with Hours

A Time Off Request Form with Hours is similar to the Basic Time Off Request Form. But, instead of days, workers fill out the number of hours off they want to request.

⬇️ Download: Google Docs • Google Sheets • Word • Excel • PDF

Why use the Time Off Request Form with Hours template?

Employers that have a PTO accrual policy, in which employees earn hours of PTO, will benefit from this template. 

Moreover, this template is a great option for employees who are allowed to take hours off from work, such as leaving early or coming in late. With this form, workers don’t have to take a whole day off.

How to use the Time Off Request Form with Hours template?

The Time Off Request Form with Hours comes in 5 formats: Docs, Sheets, Word, Excel, and PDF. Word, Excel, and PDF formats are available for download. 

Docs and Sheets formats have to be copied. Clicking on the Docs and Sheets formats opens a window that prompts you to Make a copy. Clicking on the Make a copy option will copy the whole template to your clipboard. 

Once you choose the format you want, you should fill out the company info. Then, you can hand the form out to employees to fill out when they wish to request time off. 

In this form, workers can choose one date they want to request their time off for. Below the date for the requested time off, employees can type the number of hours they would like to request.

When employees submit their requests, supervisors can complete their sections and approve/deny the request.

What should a time off form include?

A clear PTO request and any type of time off form has to include all of the information relevant to both the employee and the person responding to the request (employer, supervisor, HR). This information may include:

• The name of the company,
• The name of the employee,
• The department they work at and job position,
• Dates of the leave,
• The total number of days off requested,
• The type of time off the employee needs,
• A statement for official approval/denial of the request,
• The date of submission, and
• Signatures of both the employee and the person granting/denying the request.

A well-written request form also includes sections for comments from both the employee and the supervisor. In this section, an employee can provide further information about their leave as well as potential arrangements they made regarding the work that will be performed while they’re away. 

The supervisor’s comment section allows them to add any comments related to the leave or provide an explanation on why the leave was denied. 

For certain types of leave such as family and medical leave, employees may need to provide documents that showcase the need for the request. 

When it comes to vacation leave, employers are allowed to ask for the reason for the request. However, you should avoid this practice as it may discourage your employees from taking their earned vacation time. 

Tips on creating time off request forms

Creating a time off form isn’t the only important thing to consider regarding PTO. To ensure that the process of requesting time off is easy to understand, you should keep the following tips in mind. 

Tip #1: Choose one method for requesting time off

To keep time off requests organized, you should opt for one requesting time off method. This method could include:

• Submitting a time request form via email,
• Submitting a form in person, or
• Requesting time off via software. 

Notwithstanding the way of requesting time off provided above, you should always ask for PTO requests in writing, to avoid miscommunication. 

Tip #2: Educate employees about the process of requesting time off

You should inform your employees about the PTO policy available to them as well as the process of requesting their time off. 

This way, you make sure they’re not discouraged from taking time off due to confusion about their available time off. Moreover, you’ll avoid wasting time rearranging and editing improperly filed request forms.

Tip #3: Keep records of your employee’s time off

You should keep records of approved time off requests, regardless of whether they’re submitted digitally or in print. This provides you with an overview of everybody’s work and time off and allows managers to plan their tasks according to the employees’ availability. 

You can add approved time off requests to your company calendar or keep the printed copies of request forms in a folder. 

How to request time off from work

The exact steps for requesting time off depend on a company’s policy and the company-approved time off approval process.

But, in general, employees requesting time off may go through the following steps:

1. Ask for information on the PTO policy and time off request process at your workplace,
2. Choose the dates you want to request time off for,
3. Check the available dates with your supervisor,
4. Submit an official time off request,
5. If the request was approved orally, ask for an approval in writing, 
6. Make the necessary arrangements for work performed during your absence,
7. Remind the supervisor and the team that you’ll be taking time off, and

• Enjoy your time off!

Extra tip: Encourage your employees to consult with their colleagues when choosing dates for their leave. This promotes cooperation among workers and ensures that the leave isn’t an inconvenience to other employees.

Speed up time off requests with Clockify

With time off request forms, you’re making the process of submitting PTO requests much easier. If you want to speed up this process even further, you should try a tool that lets workers submit time off requests and allows supervisors to monitor employees’ time off. 

For instance, a tool such as Clockify does all of the work for you! Aside from tracking your employees’ time, Clockify offers a PTO & vacation tracking feature that allows you to quickly create a PTO policy for your company.

Furthermore, you can:

• Allow employees to request time off,
• Quickly permit or deny a time off request, and
• Have an overview of everyone’s approved PTO.

Employees can quickly submit a PTO request, choose the type of time off they want, and see how many days of PTO they have available. 

Sign up for Clockify for free.