An employee time-off request form is a written document that lets an employee ask their employer for time off of work. This form lets the employee clearly describe their need and create a formal written record of their request.
Many employers require a written request for their records, and our template can help streamline that process. The form should include a spot for the employer to approve or deny the request.
When to Use
- Vacation
- Illness
- Injury or disability
- Maternity or paternity leave
- Bereavement
- Jury duty
- Military service or training
Is PTO the Same as Vacation?
Some companies use the terms “PTO” (paid time off) and “vacation” interchangeably. They may also combine all PTO into a single category regardless of the reason the employee is taking time off. However, please note that these terms may have different meanings:
- PTO: PTO is a broad term that refers to various types of paid leave, including personal, sick, and vacation days. PTO may even include other less commonly used leave types, such as bereavement or jury duty leave.
- Vacation: Vacation is a specific type of paid leave that employees take for personal reasons. They use this time off to recharge and partake in travel or leisure activities.
What Is a Leave of Absence?
A leave of absence is typically an extended and unexpected period of time away from work. It differs from PTO because PTO is part of an employee’s compensation package.
While employees use time-off requests to ask to take their PTO, they can use a leave of absence letter to ask for longer periods of unexpected time away from work.
How to Request Time Off from Work
Step 1 – Determine Which Type of Leave You Want to Request
Identify the type of leave you want to take. You may want to use your vacation days, or you may need to use your sick days to recover from a procedure or illness. Still, you may need to take military leave to partake in training or deployment.
Whatever the reason, request the proper type of leave on your time-off request form. Your employer may ask you to provide additional documentation to support your request. For example, if you need sick leave because of an illness, your employer may ask for a note from your physician to prove your condition.
Step 2 – Review Your Company’s Policies
Review your company’s policies for making time-off requests. Clarify whether you must submit requests online if your employer accepts paper forms. Furthermore, understand what goes into the approval process, such as if there are blackout dates or restrictions or if you must provide a specific amount of advanced notice.
Step 3 – Check Availability
Evaluate if it’s possible to take time off during your desired period. Study the company calendar to review due dates for important projects and learn when you can’t afford to be away from work. This tool can also help track employee time off requests, ensuring you and many other employees are away from work at the same time.
Step 4 – Talk to Your Supervisor
Speak with your supervisor as soon as possible once you know you will need time off. The more advance notice you give your employer, the better. Employers have many considerations they manage when deciding whether to grant time off, so proposing the idea early can improve your chances of success.
Ask your boss how you can help prepare for your time away. Inquire about what you’d need to do before taking your time off, ensuring that your team has the resources they need to succeed while you’re gone.
Average PTO Allowances
The amount of PTO you get varies depending on multiple factors, including your employer’s offerings and your years of service. According to the US Bureau of Labor Statistics, more than one-third of workers in the private industry received 10 to 14 days of paid vacation after one year of service.
Confirm that you have enough PTO days remaining to meet your request. Otherwise, you may have to request additional time outside of your traditional vacation days. Reference your employment contract to determine how many days you have.
Step 5 – Submit a Time Off Form
After speaking with your supervisor, submit a formal request through the proper channels. Your request should go to your boss, your company’s human resources department, or another appropriate person. It should also identify critical information, such as the days you need off and the specific dates of your absence.
If your request is due to extenuating circumstances, include a detailed description of why you need time off from work. It should provide a date you will return or an estimate if the exact date is unknown.
Follow Up if Needed
Allow your supervisor or your company’s HR department a couple of days to process your request. If you don’t hear back after requesting time off, follow up with any questions or concerns you have.
Step 6 – Notify Coworkers of Your Absence
Once your time-off request is approved, inform your coworkers that you will be out of work and for how long. This is not only polite but also essential for their work. It helps them plan for your absence and cover your duties while you are away.
You can decide how much to share about why you are taking time off, but giving your coworkers a courtesy notice is good practice.
What to Include in a Time Off Request Form
Your time off request form should include every detail your employer needs to know to approve your request. Using a time off request form template can help both the employee and employer experience a more seamless process.
Please include the following details on your form:
- Date of request: Note the date of your request and submit it as early as possible.
- Your name and title: Your time off request form should include your full name and contact information. It should also include your title, department, or other information identifying your role in the company.
- Supervisor’s name: Add the name of your boss or supervisor on the form. This helps establish who will decide if you can take time away.
- Requested time off: State the days or hours you need off. If you require multiple days off from work, include the start date and end date of your absence. If you require only a few hours off, include the date and the number of hours you need.
- Reason for request: Check the appropriate box under “Reason for Time Off.” For example, you can check “Vacation” to submit a vacation request form.
- Employee signature: You should sign and date the form to formalize your request.
- Manager approval section: Your form should include a section for your manager to approve it. You will not fill this section out yourself and should leave it blank for your employer to complete. When employees submit their requests, the manager can approve or deny them based on the workplace’s circumstances.
Employee Time Off Request Form Sample
You can download a sample time off request form below in either PDF or Word format.
Frequently Asked Questions
Can I cancel a time-off request?
Yes, you can cancel a time off request if you need to. Notify the supervisor or manager who approved your initial request that you want to cancel as soon as possible. They may require that you cancel your time off request in writing.
Do I need a reason to request time off?
Your employer will determine whether you need a reason to request time off, but most employers require a reason. If you use paid time off days, your employer may not ask many questions. However, if you need additional time, your employer will likely ask for a reason and supporting documentation.
Why would a time-off request be denied?
Your employer may deny a time off request for several reasons, including the following:
- You didn’t provide a formal written request.
- You didn’t provide the necessary supporting documentation for your request.
- You are out of paid time off.
- Your reason does not qualify for leave.
- The time you requested off is during a busy season.
- Other employees are also out on leave.
