Time Off Request Form Template

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Updated Jul 18, 2025
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A Time Off Request Form is a workplace document between an employee and an employer requesting approval for leave dates. It is used to track absences and maintain clear communication about scheduling and workload planning.
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Written by Megan Thompson - Reviewed by Kate Adkham
Paper titled "Time Off Request Form"; colleagues holding folders

When To Use a Time Off Request Template

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A time off request form is a document in which an employee informs their employer that they need some time away from work. The reasons for it may be different:

  • Planning a vacation;

  • Falling ill;

  • Attending a family event;

  • Handling an emergency;

  • Serving as jury duty.

In the U.S., the Family and Medical Leave Act allows workers to take up to 12 weeks off without pay and still keep their job if they need time for family or health-related matters. Employee vacation request forms are a legal tool that helps workers maintain good health and work-life balance. Moreover, proper rest can boost productivity by up to 80%, which is beneficial for both parties. 

Steps to Request Time Off From Work

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Before you complete the employee time off request form, check your employment contract. It contains information about your rights to time off, the number of vacation and sick leave days, and mitigating factors that can allow you to apply for more days. After it, follow this procedure:

  1. Decide what kind of leave you need.

  2. Make sure you have enough vacation days or PTO available.

  3. Fill out the day off request form, PTO request form, or sick leave application. Include your reason, dates, and contact info.

  4. Submit the time off request sheet to your manager or HR well in advance.

  5. Wait for supervisor approval and confirmation from HR.

  6. Keep a copy of the request time off sheet for your records.

How do I request time off my work day?

Most companies have a standardized procedure for applying for a vacation. Contact your supervisor or HR department and submit a completed printable time off request form. Briefly explain the reason and include the date and time you will be away. Try to inform them about your plans ahead, unless it’s an emergency. 

How do I request time off in an email?

If you want to ask for a day off by email, follow these instructions:

  • Use a clear subject line ( e.g., “Time Off Request [Your Name]”).
  • Greet your supervisor or HR.
  • State your request: “I’d like to take time off on [Date(s)] for [Reason].”
  • Attach a request time off form and mention it in the text.
  • Add your name.
  • Send the email.

How To Fill Out a Time Off Request Form

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Use the vacation request form template available on Loio and add basic information:

  • Your name, job title, and department;

  • Dates and times you need off;

  • Type of leave (PTO, sick leave, unpaid leave, jury duty, etc.);

  • Reason for leave;

  • Signature and date;

  • Supervisor and HR approval sections.

Don’t leave any sections in the request for time off form blank. Preferably use a digital version and add an e-signature. 

Benefits of Using a Time Off Request Template

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A simple time off request form can be helpful as it:

  • Ensures your request will be documented by the HR manager;

  • Helps avoid miscommunication or scheduling conflicts;

  • Keeps records for compliance with U.S. laws;

  • Can be updated and reused;

  • Helps maintain strong employee-employer relationships.

A time off request form template helps you get rest when you need it without disrupting the workflow.

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