Free Printable Time Off Request Form [PDF] (+Employee Time Off Record Template)

If you are an employee, making a time off request form from scratch may be quite stressful. Even the most hard-working and dedicated employees require a break once in a while. Time off request forms will help you ask for some leave of absence off work if you have been working for most days a week. They make the job easier as they have all the required information within them, and once provided, they will not be a requirement for further inquiry.

On the other hand, if you are an employer, keeping track of employee leaves and vacation is also mandatory and can be done with the help of an organised system. Successful businesses often ensure that employee time of records is monitored carefully. With the help of ready-made templates, all you will need to do is fill in the necessary information. There may be days when many employees may want to take leave on the same day, leaving you shorthanded, so these templates will help you know that there are employees to get the job done at any given time.

What’s Included in Our Printable Time Off Request Form Templates?

Now let us look at these time off request templates and employee time off request forms. This printable consists of two sheets, both already designed to contain all the necessary details you will need to fill in merely.

The time off request form is printable and is free to download. It contains information slots such as employee name and manager information, number of days you will be on leave, start and end day, the reason for request as checkboxes, and an approval form section.

The second printable is an employee time off the record that you can use to keep track of the leaves taken by each employee individually. It has slots for employee names and years and the number of days of leave taken each month in a grid format.  You can print multiple of these sheets to keep track of each employee’s vacations and days off.

Whatever your reasons to use these templates may be, they are beneficial in helping you maintain a neat and smooth operation within your company and ensure strong communication with your employers.

Why You Should Use These Templates?

These printables have been carefully made by considering the different factors you may want to address before handing over a request form for time off. Employers and managers can also keep track with minimum effort using these free templates. Here are some reasons why these templates will come in handy:

• You will not need to put in the effort to build a form or record from scratch, saving you a lot of time.
• These time off templates will also give you a general idea of what to include and how, so you don’t have to worry too much about what to write.
• Since they are free to download, you can print them out and use them as many times as you like, which means you don’t have to make a new one every time you need to hand in a time off request form.
• Employers can track the holidays and leaves of each employee individually, which makes it quick and hassle-free to access later when these records may be required.

If you are often busy and would rather spend your time doing something more fun or productive than making templates, these time-off request forms and employee record templates are the ideal fit for you.

Best Way To Use These Templates

Whether you prefer to hand in or maintain your records the old-fashioned way on paper or are more likely to maintain and distribute them as a soft copy, these templates are the perfect way to address and keep track of important information.

• Our time off request form templates can be used by employees who wish to ask for leaves for various reasons such as a vacation, health issues, break from work, maternity/paternity leaves, and more.
• Although managers and employers may ensure that the department or institution is still functioning, it is also essential that they approve of as many employee time-off requests as possible to keep them satisfied and fulfil their pay compensation packages and company policies. These templates can help them organise the breaks and leaves of all their employees with less difficulty.

The best thing you can do as a worker or employer to keep things simple is download these free templates from our website and use them to guide you while creating a time off form or record.

Best Practices for Managing Time Off Requests

A. Establishing Clear Time Off Policies and Guidelines

1. Define the company’s policy on time off, including vacation, sick leave, personal days, and other types of leave.
2. Communicate the policy to all employees, ensuring they understand the rules, procedures, and any limitations regarding time off requests.
3. Address important aspects such as the notice period required, maximum consecutive days off, and any blackout periods during busy seasons.

B. Communicating the Process for Requesting Time Off

1. Clearly communicate the channels through which employees should submit time off requests (e.g., email, online portal, dedicated form).
2. Provide information on who employees should contact with their requests and any specific details they should include.
3. Emphasize the importance of timely and accurate submission of time off requests to facilitate efficient scheduling and coverage.

C. Setting Deadlines and Guidelines for Submitting Requests

1. Establish a deadline for submitting time off requests, taking into account factors such as workload, staffing requirements, and scheduling constraints.
2. Clearly communicate the deadline to employees and ensure it allows sufficient time for managers to review and approve requests.
3. Encourage employees to plan their time off in advance to help facilitate the scheduling process.

D. Implementing a Fair and Consistent Approval Process

1. Ensure that time off requests are reviewed and approved based on fair and consistent criteria.
2. Consider factors such as seniority, workload distribution, and prior requests when evaluating and prioritizing requests.
3. Communicate the decision-making process to employees to foster transparency and avoid potential favoritism or bias.

E. Maintaining Accurate Time Off Records

1. Utilize a centralized system or employee time off record template to track and manage time off requests effectively.
2. Ensure that records are consistently updated and maintained, including approved time off, remaining balances, and any adjustments or changes.
3. Regularly review and reconcile records to identify any discrepancies or potential issues.

F. Providing Adequate Coverage and Managing Workload

1. Assess the impact of approved time off requests on the overall workload and operational requirements.
2. Develop strategies to ensure adequate coverage during employee absences, such as cross-training or temporary staffing solutions.
3. Communicate and coordinate workload adjustments with team members to maintain productivity and avoid excessive burden on others.

G. Regularly Evaluating and Refining the Process

1. Continuously assess the effectiveness of the time off request management process.
2. Gather feedback from employees and managers to identify areas for improvement or potential bottlenecks.
3. Implement necessary adjustments to streamline the process, enhance employee satisfaction, and optimize resource allocation.

H. Training and Support for Managers

1. Provide training and resources to managers on the time off request process and related policies.
2. Ensure managers understand their roles and responsibilities in reviewing and approving time off requests.
3. Offer guidance on handling conflicts, managing competing requests, and maintaining consistency in decision-making.

I. Promoting Work-Life Balance and Employee Well-being

1. Encourage a supportive work culture that values work-life balance and employee well-being.
2. Offer flexible scheduling options or remote work opportunities where feasible.
3. Recognize and celebrate employees who prioritize and effectively utilize their time off.

Summing up,

If you are having difficulty deciding what to write to your employer, these templates will guide you in the right direction and make that task much more palatable and less nerve-racking. Managers can also find their days much easier and take a shorter while to do. These templates are convenient and free to download from our website, so all you will have to do is fill it in and focus your time and effort on things that you enjoy.