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It’s best to set organizational standards for approving employee requests for time off. These standards will help the company maintain the required manpower to efficiently run businesses at any given time. The modified time-off request form will take care of your need.

Most organizations have a written policy that spells out how employees can apply for leave, but often managers and HR representatives can simplify the process in ways they haven’t thought of before. To request for their planned leave of absence, employees can readily access such forms, which are available online. Employers should be straight-forward in their requests, and the government should then approve or deny them. The form will also contain details on how to manage both paid and unpaid time off requests from all employees.

Even the most reliable employees will occasionally need to take vacation. This benefit will allow employees to tend to their personal needs, whether it is medical, social, an emergency or just spending quality time with their families.

There are online requests for time off forms, it would be very convenient. Employees only need to fill in their names, department, ID, normal work hours, and dates of the requested time off. The request needs to be reviewed immediately, whether it’s approved or denied, which will require additional information about the request.

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Using a Time Off Request Form Template

This form will enable the employer to keep track of his employees’ requested vacation leaves and sick leaves. The information in these documents will provide data that can be used in adjusting work schedules so that there’s not a shortage of manpower. The form makes it easy for employees to request for their appropriate leaves.

This document can be used if:

  • The employer doesn’t have a pre-existing form
  • Small business employers want to provide the employees all necessary forms they might need
  • You work in Human Resources


Filling up this form is essential because it’s at the discretion of the employer whether to approve or deny your request. Having unpaid vacation days doesn’t make you more important than other applicants. The decision cannot be made until after you have filed for the request.

To give an example, my office mate filed his form earlier requesting the same time off. He would probably be given the nod. Just to be smart, I should file my request. Remember to request your employees’ notices when they go off on leave. Employment forms are the best way for employers to keep tabs on employee leaves, whether it be vacation, special event or personal. It will help you to keep your tasks organized and your mind clear.

What Should Be Included in Your Time Off Request Form?

You can copy a lot of stuff from other websites and repurpose it, or you can start from scratch and make your own form for your organization. Of course, you must make sure to include some important elements to make it effective. Here are the important things:

  • Dates and/or hours of requested leave. Make sure to fill in the requested days off (for instance: March 09, 2020 – March 17, 2020).
  • Also write down the total number of days (for instance: 8 days).
  • To avoid unnecessary delays, please include the request date and approval or denial date.
  • Signatures of supervisor and the employee who approved or denied the request.


There is no one-size-fits-all standard approach for creating a standardized form. The approach to creating a standardized form will depend largely on the purpose of the form itself. But why should we bother to complete such forms? Read on to learn about the significance of having and using such forms in the workplace.

Time Off Request Forms

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The Importance of Having a Time Off Request Form Structure

The advantage to requesting a lot of time off is reduced when you have to add the requests to your payroll instead of calculating them separately. That’s why it’s important to have all the correct information when requesting time off.

Here is what I’d like to ask of you: give me the ability to automatically reschedule work hours when informed of time off requests in advance. Such a system would facilitate annoying problems with small businesses. Here are the important reasons why these forms are necessary in an organization:

  • It’s a good way to keep track of how much time your employees are taking off and to manage your team. It is also helpful to know which employees are constantly requesting for time-off days so that they can be given more responsibility.
  • Employee time-off request forms are an accurate way to track an employer’s debt to an employee. This can be useful in cases where an employee is to be fired. The documents you have will tell you how much paid time off your employee is entitled to upon termination.
  • Although this slightly increases the cost of the employee, the employer is essentially able to maintain its manpower needs. Hiring temporary workers could be a good solution. It helps if employees have already filed requests for time off in advance.


Without a time off request form, employers will not be able to keep track of the employees who are taking time off, and that will present challenges and issues within the organization. Let’s look at how businesses can manage requests for time off.

Control Time Off Requests

Many of the prospective workforce members see benefits and perks as important as the salary itself. Do not make the mistake of reducing or restricting time off policies. When you do not set any restrictions on time off, you would either struggle to get deserving applicants or struggle to retain employees or struggle to stay fully staffed during peak vacation times.

When an employee submits a request for time off, it means he/she will not be reporting for work. Time off gives employees time to have a better quality of life.

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Intelligence Your Time Off Policies From the Start

Employers should provide employees with a copy of the time-off policy as soon as they start working for the company. If employees are not informed about the time-off boundaries, two things are likely to happen:

  • The new employees are constantly asking other employees about the boundaries of time-off policies, which may lead to resentment among other employees.
  • Employees who are not aware of your company’s time-off policy will find it difficult to ask for time-off, because they are afraid that they might be denied. This will create a lot of frustration.


The employer can choose to implement either flexible time off policies, or time off policies that are part of the union contract.

The most important thing is to have a management philosophy that allows for flexibility in order to respond to unexpected situations. One way to make sure your employees know all of the details is to create an employee handbook and make your policies available. If you want to do that, you can do it at the beginning of their employment or during orientation.

A Deadline/Target Date for Requests Must be in Place

It is similarly essential to regulate time off requests of employees. Some businesses cannot afford to take on too many requests, especially those during high-intensity seasons. These are the businesses where there is no time off. Case in hand is the retail establishments operating during holidays.

To avoid the filing of time sheets during these times, the company needs to set a deadline for requests to be made. Going further, requests may also be limited to coming in at certain times. Some employees have the annoying habit of filing requests for next year, placing those who haven’t been hired yet at a disadvantage.

The employer needs to announce this at the same time to all employees to give the employer time to decide on which employee should be granted the time off if other employees also submit requests at the same time. When there is a limited number of resources, they are doled out on the basis of first-come, first-serve, then seniority.

The policy of “first come, first served” benefits those who requested early, but it’s also flawed because those who requested early may not need another loan next year. People who are unable to file their request on time are subject to excuses. If there are special circumstances, please send an application for an extension.

But do not use seniority as a sole basis for choosing who gets time off. Nor should you simply grant the time off to whoever asks first. If you give new employees opportunities, they’ll feel that they’ll never be deserving of time off because they’re new in the group. Young people change jobs frequently, so make sure your policy on time off is flexible. Make sure you enforce the policy in a consistent manner.

During Peak Business Times, Try Using Employee Rewards

Although you have a schedule that requires sacrifice, social dynamics usually mean that reward can help encourage your employees to work harder.

Employees who are willing to work during holidays, weekends or other peak times that are notorious for time off requests are very valuable. I think it would be great if we could give our deserving employees time off. We could do that if we had more time off bonuses. If we gave benefits to people who wanted time off, then we would have enough time off bonuses for everyone.

Provide a Rotating Schedule for your Employees

A recent study by HR Solutions, Inc. has shown that more than one-third of all employees have had to deal with favoritism at their workplace. In all businesses establishments, there are always employees who get what they want by charming their supervisors.

Sometimes, unscheduled leaves for greasy characters can be a problem if it’s not a small amount of time. And this is why a rotating time off schedule is needed because it gives equal opportunity to all employees to take time off.

Many employees will always remember working on holidays to cover for their teammates. It’s pretty safe to assume that some even work on holidays for two years in a row. Rotation and distribution is a fair, democratic way to manage time off requests, especially when it comes to holidays and weekends.

Monitor All the Previous Requests which have been Made

It would be useful if each department created a form to track time off requests. On it, the boss could record when they made the request/s, why they requested it and the actual time off. If you don’t know about your employees’ time-off patterns, you may struggle with scheduling issues.

Find out who rarely takes days off, and give them the benefit of the doubt. Or find out who has too often requested for time off, and take that into account when scheduling the rest of the year. There are times when the employees need rest and they should be informed that they are entitled to some time off.

Propose Trading Shifts or Days

What if a worker takes a lot of time off? What if a company has strict scheduling rules? A boss needs some flexibility to accommodate these situations. The best solution to this is to allow employees to trade shifts and days.

Employees can simply come to their own agreements for what days they will be working. This takes the employer out of the equation, and helps dispel the idea that the employer is showing favoritism in granting emergency leaves. You need to consider how to negotiate with the employee so that you both benefit from the arrangement.

The process of granting time-off requests is not difficult to manage. There are multiple policies designed to manage employee requests, and there are also multiple steps that can be used to simplify the process. While making sure that your employees are taking enough time off, it will be helpful if you have a time off request form template to serve as a reference.

Request For Time Off Form

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Writing a Time Off Request

When an employee requests time off, they should put it in writing. They should do this because it will make their request official and fully documented. Please include the necessary documents with your letter. It should be brief and should contain all necessary information about the request.

If you want to get your idea approved, it’s essential that you present it in a way that convinces the employer or the person responsible for its approval. You need to research the person before writing the letter, especially how their workplace handles vacation requests.

All forms required should be accomplished on a time frame provided by the policy. It’s important to know when you’ll start working and when you’ll stop. By fulfilling all the company regulations requirements, employees will have a better chance of getting an approval. When the organization doesn’t have its own time off request form, it’s often necessary to use a letter requesting time off. When the organization doesn’t have its own time off request form, it’s often necessary to use a letter requesting time off.


TrainRocket.com helps you document every process and policy in your business so you can onboard, train, and scale faster.

Get started with TrainRocket.com for FREE!