Employee Time off Request form Template

Employee Time off request form (Word, Excel & PDF Templates)

An employee time-off request form is a document may allow an employee to request their organization for scheduled absence from job. This formal document can be used for vacation leaves, sick-leaves, bereavement, military duty, or any occasional leaves etc.

In business environment, it is obvious to managing employee’s work tasks, schedules and time management is very challenging. If the numbers of tasks, and schedules being busy. The outstanding works should be properly managing in human resources. Hence, it is very important for tracking each employee’s absence, vacations and present day-by-day.

On This Page

  1. Why this form is important?
  2. What to include in time-off request form?
  3. Sample of time-off request form
  4. How to cancel time-off request?
  5. 4 best time off request form templates
  6. 4 mandatory process steps for time-off
  7. types of leaves(time-off)

The time off request form is one of the important tool that used in human resources department to track each employee’s approvals and vacations days. The business must have enough manpower to arrange the process needs. This professional document is used to request in which an employee request for leaves to the higher authorities. Even this specific document should cover all the details which are require for approvals from higher authorities.

Why this form is important?

It will be keeps informed you about employee’s time-off.

The form will be providing an information and data through you can easily manage your regular tasks and allocations. Even more, you can track each employee’s time-off, and makes clear estimation of time available of each employee. Actually, time-off form is very important for the task management, you can allocate works to keep in mind, if any employee is on time-off.

Help to allocating tasks among employees

When you have any specific tasks, or project which is need to accomplish on scheduled time. At the movement, you should have accurate details of available time and manpower. The time-off form will be provides a potential detail of leave off days of each employee had taken from authority. These details will be help you to managing each task, even allocation of works to each employee.

Help to maintain schedules & managing manpower

The time-off form provides an information about an employee behavior, mean john taking leaves mostly on Friday, Rose taking leave on Thursday. This pattern can help you figure out for arranging manpower for particular project or task.

There are lots of things that you can manage to using the time-off request forms and review it for organize the schedules. Most of the businesses are noticing the individual leaves pattern to rotating peoples for works.

What to include in time-off request form?

Creating an effective document for managing & tracking an individual time of leaves can be difficult, if you don’t have enough tools. There are needs a lot of thoughts, time and knowledge to create a useful document. Hence, either you can download ready made template from here, or research the details online to use them as a reference. Here some ready made template will be help you to creating a effective form from the scratch. But the essential details for the form may be require to include in the form are:

  • The name of employee is basic requirement for this form. You have to describe the name of employee along with brief description of the job, position, and unit.
  • Here in the time-off request form, dates and describing an hours are very important as requesting absence. You have to accurately describe details such as Jan 11, 2016 to Jan 14, 2016 (4 Days).
  • You have to describe method of requesting the time-off. Even the remaindering method such as email.
  • One of the important detail is – approval or denial date should be include in the form.
  • Last the last important element of this form is signature. Mostly there are two major signatures are requiring, one is for employee, and second for approval authority, they can be supervisor or manager who approved or denied the request.

Actually, there is not any standard format for the time-off request form, you have to modify some details, contents that may suitable for reasons for request the leaves. Such as if you requesting for the vacation, the details will be varying from the sick or bereavement leaves. Even more, in many organizations, some types of leaves are consider as paid leaves. Hence, the details and formation of the request will be varying from other time-off request.


Sample of time-off request form


Leave Applied on:    ………………………………………..

EPF No:                  ……………………………………….

Name:                     ……………………………………….

Designation:            ……………………………………….

Department:            ……………………………………….

Details of Employee Leaves Balance

Leave Entitled DaysLeave Taken DaysBalance LeaveChecked by (HR Dept.)

Leave Apply:

From   ………………………………….

To …………………………………

 

Leave Apply Days    …………………………………..

Reason ……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

…………………………………………………………………………………………………………….

Acting Person’s Name     ……………………………

Signature …………………………

*****************************************************

Applicant’s Signature ……………………………….

 

Authorized By( Department Head ) ……………………

Checked By……………………

Authorized By ……………………


How to cancel time-off request?

The procedure for the cancellation of time-off request from employee can be different at each organization. It may be depending on the internal management system, policies and rules for the time-off. Usually human resources department is managing these requests behalf of the organization’ management. But some of the details can be similar at each organization are:

  • Normally, when you expecting cancelling your request for leave, you have to notify your superior about your re-request. Even you have to pay enough time to your superior mean, it should be enough advance time to became easier for manage their tasks.
  • Mostly in organization, you have to consider idea steps for the request, such as first of all you have to approach your immediate superior. However, you have to describe your reasons for canceling your time off request. Don’t directly contact your manager, it will be unusual and out of procedure.
  • Keep wait until final decision comes from your superior. Even ensure the approval that it has been successfully canceled.

Actually, the request for cancellation of the time-off request is part of the procedure. Hence, it should be strictly as per organization’s policy and procedures describes by management. Usually, above procedures are common at every organization. Hence, you can manage your requests for cancellation to follow these steps.

4 best time off request form templates

If you are expecting to create professional time-off request form, you have specific reference document to make your work easy. Normally, when you want to make form from the scratch, you need some reference forms which should has all the necessary information. Here are some ready made forms templates that made with unique and specific as well structural format. These forms will be help to create time-off request form that makes your works easier.

blank time off request form

time off request form template
Free time off request form

Download – Request Form for Excel & PDF

Some of the mandatory details should be includes in the form of time-off, such as employee name & position, supervisor name, date of leaving off, number of days or hours for leaves, authority approval signature etc. Here in this blank form, you can find all the necessary details which are require to complete the procedure. You can download this form for your personal use.

Printable time off request form

Printable time off request form
Employee time off request form

Print This form – Available for Download in Excel / PDF

If are searching printable form which is made with word or excel, you are at right place. Here is above form is made with excel sheet, which is easy for modification. As well you can print this form for any size of paper. Even more, the form is easy for modification, editable, as well best for small businesses.

Employee time off request form

time off request form
time off request form

Free Download Time-off Request form [ Excel | PDF ]

In business environment, an employee should have informed to their superior about their expected leaves schedule in advance. Even it should be standard practice in the organization that every employee must follow. Hence, to maintain the human resources system in organization, specific format of the request for time-off must be complete by employee. Even organization should be providing to their employee for fill out as and when leaves require. Otherwise, employee will end up making oral requests, that can be chaos the manpower management. Hence, every organization should provide specific form though each employee can easily request to their superior through time-off request form.

Simple time off request form

Simple time off request form
Simple time off request form

Download Simple Form in WORD \ PDF

Most of the peoples are asking? how time off request form can be helpful to business, or how this form will be make your human resources transactions more easy? The answer is, this form will be providing all the information require for understand available manpower, as well overall hours for upcoming days. To maintaining accurate record of time-off details may helpful to organize manpower at various tasks as well project. Because organization can be easily track each employee availability as well hours.

4 mandatory process steps for time-off

  1. When an employee wants to obtain leave from work, the employee shall apply for leave prior to taking such leave.
  2. The employee shall call for his / her “Employee time-off Record” card from the Finance Department, and check for the balance leave.
  3. If leave is available, he / she shall fill a “time-off request form” write the leave details and submit to the head of Department for approval.
  4. The approved leave application shall then be returned back to the HR Assistant in the human resources Department.

Types of leaves(time-off)

(1) Common reasons:

Weekly Holidays:

Employees shall be entitled one whole day and one half day holiday with full remuneration who have worked during the working week.

Public Holidays:

Employees shall be entitled holiday on public holidays and shall not exceed nine days per year. If a public holiday falls on a weekly holiday an alternative holiday can be allowed instead of it. But it all depends on organization.

Annual Holiday:

Employees can be entitled an annual holiday of fourteen days (It can be varying, as per country’s labor law).

The holiday referred to in this section in respect of first year shall be taken in the year immediately succeeding on days to be agreed upon by the employer and employee.

The leave referred to in this section, in respect of the first year can be taken in that year and should be computed on the basis of one day for each completed two months.

(2) Leave at Communicable Diseases

  1. When any employee suffers from a communicable disease like chicken pox, measles, mumps, sore eyes…etc. should follow the medical advice to prevent others getting infection.
  2. In such case employees are given following unpaid leave;
  • Chicken pox
  • Measles
  • Mumps
  • Sore Eyes
  1. An employee who has obtained leave for three days or more shall submit a medical Certificate from a registered medical practitioner and the leave shall be deemed as NO PAY Time-off.
  2. Provided that any employee is allowed to adjust the days of above leave against his/her balance annual holidays.

(3) Accident Leave

In case of any accident covered by the Workman’s compensation Ordinance, every employee shall be granted special paid holidays until the employee is declared medically fit to perform his/her job.

(4) Handling Non Approval Leave

  1. At all situations where employee is unable to obtain prior approval for leave on account of the urgency of the situation he/she shall inform the reason for the absent to the Head of the Department through a telephone call, Telegram, other possible messenger …. etc. as soon as possible.
  2. If the urgent leave is on sickness and more than 2 days’ employee shall attach the respective medical certificate from a registered medical practitioner to the non-approved leave application and submit to the Human Resource manager.

(5) Maternity Leave:

A woman employee should, prior to her confinement give notice to the effect that she expects to be confine within one month from the date of such notice or within one week of her confinement. Every female employee should be get a total of __ days (As per Government Law)excluding intervening of non-working days for her first & second live child birth.