An Employee Time-Off Request form is a simple and efficient way to request time off from work. This form lets you clearly describe your need and create a formal written record of your request. Many employers require a written request for their records, and this template can help streamline that process.
When to Use
- Injury or disability
- Maternity or paternity leave
- Jury duty
- Military service or training
How to Request Time Off from Work
Asking for time off the right way can make all the difference in your life. Your employer will appreciate it and may even require it for your request to be granted. Follow these steps to request time off from work:
1. Determine Which Type of Leave You Want to Request
You must be able to identify which type of leave you want before you make your request. Perhaps you simply want to use your vacation days or need time off because of a long-term illness. Other employees may also serve in the military and need time off for training or deployment. Whatever the reason, request the proper type of leave on your time-off request form.
You may be asked to provide additional documentation to support your request. For example, if you need sick leave because of an illness, your employer may ask for medical records to prove your condition.
2. Talk to Your Boss or Supervisor
Speak with your boss or 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 submitting a time off form early can increase your chances of success.
Most employers provide approximately ten paid days off each year, according to the Bureau of Labor and Statistics. You may have more or fewer depending on what your employer offers, how long you have worked there, and other factors. Depending on your situation, you may also need to request additional time outside of your traditional vacation days.
3. Submit a Time Off Form
Once you have spoken with your boss or supervisor and picked the correct request type, submit the 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.
4. Notify Coworkers of Your Absence
Once your employee time off request form is approved, inform your coworkers that you will be out of work and for how long. Not only is this polite, but it’s also essential for their own work. It helps your coworkers 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 your coworkers deserve this courtesy notice whenever possible.
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 you address every detail you need, including all of the following:
- Date of request: Note the date of your request and submit it as early as possible.
- 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 company role.
- Supervisor name: Add the name of your boss or supervisor on the form. This helps establish who will decide and follows your business’s proper chain of command.
- Requested time off: Fill out your request form to state the days or hours you need off. If you require multiple days off from work, include your absence’s start and end dates. 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 your time off request form. Your signature formalizes your request and is critical to an effective time off request form.
- Manager approval section: Your time off 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.
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 You 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:
- Lack of a formal written request
- Lack of 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