Time Off Request Form Template

Need an online Time Off Request Form template? With our ready-to-use template, you can easily create a customizable secure form.

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About this template

Looking for a time off request form template for your HR team? Our form builder app gives you just the right online time off request form to make it easy for your employees to submit their request and for you to manage it.

Whether it’s holiday time, sick leave or some other personal reasons, you can keep a straight record of your team’s scheduled absence from work. It helps you better organize both your company’s projects and your HR data and processes.

Take the time off request form template and customize it for your organization. Use our drag and drop builder to adapt it to your needs and your branding guidelines and then embed it into your HR platform or quickly share it with your team when necessary.

Template Features

  • Collect time off requests in no time
  • Streamline time off requests to other tools in seconds
  • Approve or reject time off requests by email
  • Add multiple email recipients such as HR and line manager
  • Store & manage time-off requests efficiently

Frequently Asked Questions

How do I create a time off request?

The first step to creating a clear time off request is to make a list of all the essential information you need to make it easy for team leaders and managers to sort out the request and approve or deny it.
First, ask for the employee’s details such as name, email (if necessary), department.
Second, ask for the dates requested and the type of time off such as vacation, medical, birthday, or others that are relevant to your company. Give the option for a request that involves taking time off for a couple of hours or half a day.
Third, make sure you mark as mandatory all the fields to make sure you have all the information when processing a request.
Fourth, include extra space for additional information that the employee might want to share.
Make sure you give clear step-by-step instructions to your employees to make the process easy and fast.

How do I make a paid time off policy?

Before you begin outlining your paid time off policy, check the legal requirements in your area to ensure your compliance with regulations.
After you’ve made yourself familiar with your state or city guidelines, here are a couple of key points to consider when defining your paid time off policy.
1. Decide the PTO method that suits your company. The most common ones are Accrual and Allotment/ Flat-Rate. But there are more non-traditional ones, like Unlimited or Mandatory PTO.
2. Determine how much PTO your employees get.
3. Determine what type of PTO is covered. Will a sick leave or maternity leave qualify as PTO?
4. Decide who is eligible for PTO based on whether they’re working part-time, full-time or as contractors.
5. Determine a rollover PTO policy. Can employees roll over their days off to the next year or will it be a “use it or lose it” type of policy?
6. Setup a request and approval process for PTO.
Use this checklist as a starting point and create a PTO that can both attract talent and keep your company’s engine going.

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