Time Off Request Form Template
Free time off request form template for small businesses. Printable PTO request form with leave types, date fields, and manager approval sections.
Last updated: 2026-02-09
Time Off Request Form Template
Managing time off requests across a small team does not have to be complicated. A simple time off request form gives your employees a clear way to ask for time away and gives you everything you need to approve or adjust the request. No more back-and-forth texts or forgotten conversations.
This template covers all the standard fields you need, including leave type, dates, hours, and a manager approval section.
When to Use This Form
- An employee wants to request vacation or personal days
- An employee needs to schedule time off for an appointment or obligation
- You want a consistent, documented process for handling PTO across your team
- You need to track leave balances and avoid scheduling conflicts
Time Off Request Form
Company Name: _______________________________________________
Section 1: Employee Information
| Field | Details |
|---|---|
| Employee Full Name | _______________________________________ |
| Job Title | _______________________________________ |
| Department | _______________________________________ |
| Manager / Supervisor | _______________________________________ |
| Date of Request | ________ / ________ / ________ |
Section 2: Leave Details
| Field | Details |
|---|---|
| First Day Off | ________ / ________ / ________ |
| Last Day Off | ________ / ________ / ________ |
| Total Days Requested | _______________________________________ |
| Total Hours Requested | _______________________________________ |
| Return to Work Date | ________ / ________ / ________ |
Type of Leave Requested:
- [ ] Vacation / PTO
- [ ] Sick leave
- [ ] Personal day
- [ ] Bereavement
- [ ] Jury duty
- [ ] Military leave
- [ ] Unpaid leave
- [ ] Other: _______________________________________
Partial Day Request (if applicable):
| Field | Details |
|---|---|
| Date | ________ / ________ / ________ |
| Hours Leaving | ________ : ________ AM / PM |
| Hours Returning | ________ : ________ AM / PM |
Section 3: Coverage Plan
Who will handle your responsibilities while you are away?
| Field | Details |
|---|---|
| Covering Employee Name | _______________________________________ |
| Coverage Confirmed? | [ ] Yes [ ] No [ ] Not Applicable |
| Additional Notes | _______________________________________ |
Section 4: Leave Balance (For Manager Use)
| Leave Type | Available Balance | Hours Requested | Remaining After Approval |
|---|---|---|---|
| Vacation / PTO | _____________ | _____________ | _____________ |
| Sick Leave | _____________ | _____________ | _____________ |
| Personal Days | _____________ | _____________ | _____________ |
| Other | _____________ | _____________ | _____________ |
Section 5: Employee Signature
I confirm that the information on this form is accurate. I understand that this request is subject to manager approval and company staffing needs.
| Field | Details |
|---|---|
| Employee Signature | _______________________________________ |
| Date | ________ / ________ / ________ |
Section 6: Manager Approval
| Field | Details |
|---|---|
| Decision | [ ] Approved [ ] Denied [ ] Approved with Modifications |
| If Modified, Explain | _______________________________________ |
| Reason for Denial (if applicable) | _______________________________________ |
| Manager Signature | _______________________________________ |
| Date | ________ / ________ / ________ |
How to Use This Template
- Share with your team. Distribute this time off request form to all employees. Let them know how far in advance they should submit requests (for example, two weeks before the requested dates).
- Employee fills in Sections 1-3. The employee completes their information, leave details, and coverage plan, then signs and submits the form to their manager.
- Manager reviews. Check the employee's leave balance, review the team schedule for conflicts, and confirm coverage if applicable.
- Approve or deny. Complete Section 6 with your decision. If you need to modify the request (for example, approving three of five days), note the changes clearly.
- Notify the employee. Return a copy of the approved or denied form to the employee so they have written confirmation.
- Update your records. Deduct the approved time from the employee's leave balance and note the absence on your team calendar.
- File the form. Store the completed form in the employee's personnel file or your PTO tracking system.
Tips for Small Businesses
- Set a minimum notice period. Two weeks for vacation requests and 24 hours for personal days is common. Put it in your employee handbook so expectations are clear.
- First come, first served. When two employees request the same dates, a clear policy prevents arguments. Many small businesses approve based on the order requests were received.
- Track balances regularly. Do not wait until someone asks to figure out how many days they have left. A running tally prevents surprises for both sides.
- Plan for busy periods. If your business has a peak season, let employees know which dates are blacked out well in advance.
Tracking PTO requests, balances, and team schedules across sticky notes and spreadsheets gets messy fast. Boring HR's Team Tracker lets you manage time off and see your full team calendar in one place, so you always know who is in and who is out.