In a small company, time off is often requested in passing: a quick word at the coffee machine, a message in a group chat. That works until two key people are out the same week, or nobody remembers what was approved. A time off request form fixes this. It leaves a written record, makes someone check the balance, and gives the employee a clear answer. Below you will find a template to copy, an email version, a simple approval process, and the mistakes to avoid.
What a time off request form is for
The form serves three people at once:
- the employee, who knows what they asked for, when, and what the answer was;
- the manager, who sees the dates, the type of leave, and the remaining balance at a glance;
- whoever runs payroll, in house or at an outside firm, who gets reliable information.
It also protects both sides if there is a disagreement later. A written request and a dated answer beat two different memories.
Depending on the company, the same document is called a leave request form, a PTO request form, a vacation request form, or a holiday request form in the UK. The content is the same.
What the form should include
The useful fields:
- Employee details: name, job title or team.
- Type of leave: paid time off or vacation, sick leave if your policy covers it, personal day, unpaid leave, bereavement, comp time.
- Dates: first day off, return date, half days if any.
- Number of days or hours requested, with the unit stated.
- Balance before and after the request.
- Coverage: who handles urgent work during the absence.
- Manager's answer: approved or denied, date, reason if denied.
Ask only for what you need. If you have staff in Europe, the GDPR requires that personal data be limited to what is necessary for the purpose, the data minimization principle explained by the French data protection authority. Even elsewhere, it is good practice: the form does not need a personal reason for a vacation day, and it should not collect medical details.
Time off request form template
Copy this template into your word processor or notes app, then replace the brackets.
TIME OFF REQUEST
EMPLOYEE
Name: [full name]
Job title or team: [title]
Manager: [manager name]
TYPE OF LEAVE (check one)
[ ] Paid time off / vacation
[ ] Sick leave
[ ] Personal day
[ ] Unpaid leave
[ ] Bereavement
[ ] Comp time
[ ] Other: [specify]
DATES
First day off: [mm/dd/yyyy] [ ] full day [ ] afternoon only
Last day off: [mm/dd/yyyy] [ ] full day [ ] morning only
Return to work: [mm/dd/yyyy]
Total requested: [number] [days / hours]
BALANCE (completed by manager or payroll)
Balance before request: [number] [days / hours]
Balance after request: [number] [days / hours]
COVERAGE
Urgent work handled by: [name]
Handover meeting on: [mm/dd/yyyy]
Request date: [mm/dd/yyyy]
Employee signature: [signature]
MANAGER RESPONSE
[ ] Approved
[ ] Denied. Reason: [coverage, peak season...]
Suggested alternative dates: [mm/dd to mm/dd]
Response date: [mm/dd/yyyy]
Signature: [signature]
Time off request email template
In many small teams, requests go out by email. Keep the same structure, just shorter.
Subject: Time off request, [mm/dd] to [mm/dd]
Hi [first name],
I would like to request paid time off from [day mm/dd/yyyy] to [day mm/dd/yyyy],
returning on [day mm/dd/yyyy]. That is [number] [days / hours].
According to my latest pay stub, my balance is [number] [days / hours].
While I am out, [name] will cover [projects or clients].
I will do a handover with [name] on [mm/dd].
Please let me know if this works, or suggest other dates
if this period is a problem.
Thanks,
[full name]
The answer should be in writing too. A short "Approved, enjoy your trip" reply is enough to keep a record.
A simple approval process for a small team
There is no need for several layers of approval. For a team of 3 to 20 people, this process covers what matters.
1. The employee sends the request to one person
Their direct manager, or the owner if there is no one in between. Write down who approves, and who stands in when that person is out.
2. The manager checks three things
- the balance: does the employee have enough time accrued?
- coverage: who else is out during that period, and is critical work covered?
- company rules: blackout periods, peak seasons, how holiday requests are prioritized.
3. A written answer within a set time
Pick a response time, for example one week, and stick to it. If you deny a request, give the reason and suggest other dates.
4. The decision is recorded in one place
A shared spreadsheet or calendar, visible to the whole team, with all approved time off. Whoever runs payroll has access or gets a copy.
5. Peak periods are planned early
For summer and the end of year holidays, collect everyone's preferences well in advance, then decide all at once with a fair rule. This avoids "first come, first served" frustrations.
Rules depend on your country and your contracts
How much time off employees get, how much notice they must give, and whether an employer can refuse or cancel leave depend on the country, sometimes the state or region, and on employment contracts and collective agreements. The examples below only show how much the rules differ:
- in the United States, the Department of Labor states that federal law does not require payment for time not worked, such as vacations; vacation benefits are a matter of agreement between employer and employee;
- in the United Kingdom, GOV.UK explains that almost all workers are entitled to 5.6 weeks of paid holiday a year, and sets default notice rules for booking and refusing leave.
Write your own policy down, check it against the rules that apply where your employees work, and ask an HR professional or employment lawyer when in doubt. The form then simply reflects that policy.
Common mistakes
Approving time off verbally. Three months later, nobody agrees on the dates. A written answer, even a short one, ends the debate.
Leaving a request unanswered. The employee cannot plan, and silence is easily read as approval. Answer within the time you committed to.
Mixing up units. Days, hours, business days, calendar days: if the policy counts in hours and the form counts in days, the balance will drift. State the unit on the form.
Forgetting the balance. Approving time the employee has not accrued yet leads to awkward payroll corrections.
Changing approved dates at the last minute. Employees book travel once leave is approved. If you must change dates, do it as early as possible and follow your policy.
No overview. Requests approved one by one, without a shared calendar, end up leaving a role uncovered.
Collecting unnecessary information. The reason for a vacation day and health details do not belong on this form.
Moving from a form to a tool
A paper or Word form is enough for a few requests a year. Beyond that, you have three options:
- a shared spreadsheet: one row per request, a status column, a calendar tab. Free, but balances are calculated by hand;
- an online form, such as Google Forms or Microsoft Forms, feeding a spreadsheet. Cleaner input, but approval stays manual;
- dedicated time off software or an HR system: online requests, manager approval, automatic balances, a team calendar. More convenient, at the cost of another subscription and some initial setup.
The right choice depends on headcount and request volume. Keep the same structure as the template above: the fields do not change from one tool to another.
In Omeon, the software we make, time off and absences are part of the team module, alongside the time clock and the schedule. Employees don't need an account: they request time off from the time clock kiosk or from their personal link on mobile, with their PIN. The manager approves or rejects the request in the "To review" screen, with an optional note, and the employee gets the decision by email. Absence types (paid leave, sick leave, training, unpaid leave, family event, time off in lieu…) are configurable, and approved absences show up in the weekly schedule. The paid leave balance follows French rules today. The form in this article is still useful to set your rules and write them into your time off policy.
Frequently asked questions
Is a time off request form required by law?
The form is usually a company choice rather than an official document: the company sets its own procedure in a policy, a handbook, or by practice. Check the rules that apply where your employees work. A written request is still recommended: it is the clearest record of what was asked and what was answered.
How far in advance should employees request time off?
It depends on your policy and on local rules. Whatever you choose, write it down: for example, two weeks' notice for a few days off and more for longer periods. In the UK, GOV.UK describes a general notice period of at least twice the length of the leave requested, plus one day.
Can a manager deny a time off request?
Generally yes, for business reasons such as coverage or peak periods, within the limits set by local law, contracts, and your own policy. Give the reason in writing and suggest alternative dates.
What is the difference between PTO, vacation, and leave?
Vacation usually means time off for rest. PTO (paid time off) is often a single bank of paid days that covers vacation, personal days, and sometimes sick days. Leave is the broader term, which also includes unpaid leave and specific types such as bereavement or parental leave. Your policy should define the terms you use.