Time Off Request Form Template

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Updated Apr 15, 2025
~ 2 pages
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A time off request form is a business document that employees usually use to let their boss or the HR department know that they want to take time off from work. It is an official record that helps both the company and the employee keep track of their paid time off (PTO) and unpaid time off. Loio lets you download this employee time off request form for free. If you need help writing it, just follow the steps below.
When To Use a Time Off Request Form
How To Fill Out a Day Off Request Form
Paper titled "Time Off Request Form"; colleagues holding folders

Whether you need a vacation, a day off for personal matters, or time to recover from an illness, a PTO request form helps communicate your plans clearly to your employer. It outlines details like the type of leave, dates, and any additional notes you might have, making the process transparent and straightforward.

When To Use a Time Off Request Form

Employers and workers both benefit from using a time off request form template because it makes sure that leave requests are recorded and handled properly. 

You might want to use this request time off form when: 

  • Planning a trip;

  • Taking sick leave;

  • Taking care of personal matters;

  • Requesting unpaid leave;

  • Making plans for regular breaks.

How To Fill Out a Day Off Request Form

On Loio, you can use the built-in PDF tool to fill out your vacation request form directly, and once you're done, sign it instantly using the integrated eSign feature.

1. Employee information

time off request sheet

This section of the printable time off request form is where you write your personal work info.

Example:
  • Employee’s Name: John Taylor
  • Employee’s Department: Marketing
  • Employee’s ID: 45982
  • Employee’s Position: Social Media Manager

2. Choose the type of time off

vacation request form template

Check the box that matches the reason you’re asking for time off. If it’s something else, write it in the “Other” line of the simple time off request form.

Example:

☑ Vacation
☐ Sick Leave
☐ Personal Leave
☐ Other: ____________________

John is going on a vacation, so he checks “Vacation.”

3. Reason for time off

request time off sheet

Here, you give a short explanation. Keep it clear and simple.

Example:

REASON FOR TIME OFF:
Going on a family trip out of state. I have enough vacation days available and gave two weeks’ notice.

4. Supervisor approval

request for time off form

Once you submit the employee vacation request forms, your supervisor will check either “Approved” or “Denied,” and leave any comments if needed.

Example:

☑ Approved
☐ Denied

Comments:
Approved. Please make sure coverage is arranged for the campaign schedule during your time off.

5. HR approval

vacation request form

This part is for the HR team to review and finalize.

Example:

☑ Approved
☐ Denied

Comments:
Vacation days confirmed in system. Reminder: return on the agreed date, July 10.