An employee vacation request form is a document that employees use during their time off. We all need a break at some point, especially when we work in high-stress environments, or it may be due to any of the personal reasons. You can be the person who approves vacation leaves at the office, but just for your own peace of mind, you should have a vacation request form.

employee vacation request form

The extensive of an employee vacation request form

If you plan to take a vacation, fill out the vacation request form. It will make it easier for the HR department to approve your request and deal with your absence, especially if you’re taking more than just a day or two off. Also you need to fill up the employee vacation request form to ensure your salary computation is accurate.

If your employer doesn’t have all of your official documents, they might not pay you as much as you should be getting. When this happens, it can affect your life in more ways than one.

  • When you submit a vacation request letter to your boss, you give him or her the opportunity to reschedule other employees’ work hours.
  • This document will allow both the employer and the employee to see how much time was spent on tasks.
  • For the HR department, they can use the forms to keep track of which employees are requesting for vacation.
  • The law requires employers to provide detailed information about how much they owe their employees. This is often very useful when an employer decides to fire an employee. The proper documentation will inform employees of how many vacation days are given upon termination.


For many reasons, vacation request forms are fundamental. Without them, employers won’t know who isn’t at the office because they’ve taken a vacation. The lack of stability will prevent the office from doing its job, which in turn might create issues or challenges within the organization.

Vacation Request Letters


Aim of an Employee Vacation Request Form

A vacation request form is a helpful document for employees because it lets them know how much time they can take off without having to worry about whether their employers will approve the requests. Beside from this, such a form also has other goal:

  • Requiring employees to write a vacation request letter will help you understand whether they are able to follow basic processes when it’s their turn to ask for vacation time. Even though employees are allowed vacation leaves, filling up the form will ensure that they follow your company’s rule regarding these leaves.
  • The documents allow you to get your superiors’ approval if you need to work overtime. They then determine whether your request is a feasible one or not depending on the current circumstances in the workplace. For example, if you’re currently understaffed because some of your employees are attending seminars or business conferences and you need to fill in for them, then your request for a vacation leave might get denied.
  • The form can help the HR department prepare payroll calculations and account for vacation time properly.
  • Vacation request forms often come with a choice of multiple date options for employees to choose from. Some businesses will need the form to be filled out before they can schedule vacation time. For example, it’s not uncommon for employees to take long vacations during the holidays. Although this isn’t good for businesses, informing employers early on can help them take the necessary measures such as hiring temps for when some of their employees are on vacation.

Element of a vacation request form

If you are looking for a template on creating an employee vacation request form, you can download this one and use it as your reference, or you can create one from scratch and customize it for your own company. You should include these important components:

  • The company needs to know how many days the employee will be on vacation.
  • Before you can request a vacation, there are a few details that you must be aware of including the required time notice and the documentation to submit.
  • You’ll need to manually track when you make requests and when they get approved or denied.
  • Name and position of employee and name and position of person who denied or approved the request.
  • You will need to record your vacation days on the employee calendar if you have one. This will help you distinguish paid leaves from unpaid leaves for payroll purposes.


Of course, different procedures apply for different types of leaves. If you’re applying for bereavement leave, you need to follow a different procedure than when you’re requesting sick leave. If you’re looking for a paid leave instead of an unpaid leave, you may have to follow a different process.

Employee Vacation Request Form Sample


Operating your employee vacation request form

Vacation request form enable employers keep track of all the vacation leaves of their employer. Employee fill up this form to provide their employer information about their vacation. For a small company, one employee taking a leave for a while will have a substantial impact on productivity.

Please give us the following information so we can give you an approval to take a vacation leave. You need to fully complete this application because it will be the manager’s discretion whether or not he will approve your request.

Manage the efficiency of employee vacation request form

Finding someone’s vacation request form instead of their vacation request letter is much easier than finding their vacation request letter each time they want to take a break from work. When you create your own appropriate employee vacation request form, it will be easier to organize everything in a better way. Here are some ways:

  • Even though it’s your employee’s choice to fill out a vacation leave request, you have to remind them that the vacation requests won’t always get approved. Each of your superiors should understand that you may not be able to give approval to their vacation requests. If the time they want to take a vacation doesn’t align with the needs of the company, that can be a big problem.
  • See to it that you and your employees follow a standard procedure when requesting for a vacation leave. Make sure they submit a proper request form before the deadline. For those who are having difficulties in completing their application for Employment Authorization, take the time to inquire the reason why. It is important to point out how you can help them complete their application through your assistance.
  • Remember that the number of vacation days an employee can take is unrestricted. This means that you need to schedule vacations ahead of time. Whenever you get a form, get it in one of your many files. Then, you’ll want to periodically review all of your forms and use them to create an employee calendar that shows when each of your employees are out of the office.
  • Make sure that you have enough staffers to cover for your absence. You don’t want to have an excuse that your company will have to deal with after your vacation is over. Even though employees have vacation leaves, you should not approve their request if they have some pending work which needs urgent attention.
  • When an employee’s leave credits are about to expire, you can suggest that they take a vacation. Instead of accepting the suggestion, the employee might nudge you for other schedule changes. The company would be able to give the employees extra compensation if they need the extra income.