Here you can download these 25+ Free Time off Request Form Templates in PDF Format to help you prepare your own Request Form easily. You can also download our collection of Employee Write-Up Forms.
There are certain situations and scenarios where an employee has the need to take some time off of work. For instance, when you are not feeling well or you have a surgery that will require you to take bed rest for 1 week or when someone died and you are grieving so you want to take 1 week off of work. No organization hires extra employees who work in absence of regular employees which means if a worker needs to take some time off, they need to discuss it with their HOD and make formal request so the employer can find substitute employees to cover the work of absent employee. This formal request is known as time off request form. It’s essential a request form that clearly mentions why a worker wants to take time off and duration of the time off. Also this request form mentions the type of time off i.e. paid or unpaid.
Free Time off Request Form Templates
Here are previews and download links for these Free Time off Request Form Templates in PDF Format,
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Key Elements of a Time off Request Form:
- Name of the employee
- Department and company name
- Date of sending the request form
- Name of the HOD or supervisor
- Date on which the time off starts
- Date on which time off ends
- Duration of the time off
- Reason for time off
- Employee signature
Guidelines to create a Time off Request Form:
Confirm the Reason of Time Off:
Before you write a time off request to your employer or HOD, it’s important to understand if your company allows time off and which scenarios qualify for requesting time off. For instance, employment handbooks in each company specify when employees are allowed to take paid and un-paid leave of absence. When a female employee reaches end of pregnancy, she is allowed to take leave of absence and return to work 8 weeks after giving birth or the father of the newborn child is allowed to take 1 week leave of absence. Once you understand the basic purpose of your time off request, it’s time to prepare the actual application form.
Details of the Employee and Supervisor:
This time off request form starts with complete details of the employee. This part should include full name of the employee, department where he works, date of joining, when was the last time he took leave of absence and the date on which he is sending the request form to the HOD or employer. Then he needs to mention the details of his employer, his HOD or the person who will receive and approve the request. This part should include full name of the HOD, his designation i.e. supervisor or manager and other details if required.
Details of the Time off:
The actual part of the time off request form starts here with the employee mentioning the date on which he will leave work i.e. 1 week or 15 days after the request is approved, the date on which he will return to work i.e. after 1 month or 2 months, total duration of the absence and purpose of absence. The last part where the employee specifies purpose of absence is very important. Companies have specific codes for taking leave of absence. For instance, V stands for vacation, F for floater day, PL for paid personal leave and PU for un-paid personal leave. This way you just need to mention the code in the application rather than explaining full context of the leave.
Special Notes if Applicable:
This part is not common because there are some particular cases where employees have special instructions for their employers or coworkers during their time off. For instance, you can ask your employer to refer incoming calls and queries to a specific coworker in your absence or a phone number where your employer can contact you in case of emergency.
Signature of the Employee:
At the end, the employee who is preparing the time off request form needs to put his full name and signature. Sometimes there is a section of approval at the end of the form where the employee puts two boxes with approved and rejected return besides them. If the employer approves the request, he will check the approved box or if he rejects the request, he will tick the rejected box and forward the form to HR department for record keeping purposes.