form template · Free download
Leave Request Form Template
A leave request form template employees can complete to request time off, with dates, leave type, and a manager approval section for a clean, auditable record.
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What you get
- A ready-to-use employee leave request form with all the essential fields
- Leave type options covering vacation, sick, and unpaid leave
- A manager approval and decision section
- A coverage and handover prompt so work is covered while away
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Employee details
- Employee name
- Employee ID
- Department
- Manager
Leave details
- Leave type— vacation / sick / personal / unpaid / parental / bereavement
- First day of leave
- Last day of leave
- Total days requested
Manager approval
- Decision— approved / declined
- Remaining balance after leave
- Manager comments
- Manager signature & date
Submit requests at least two weeks ahead where possible. Sick and emergency leave can be filed retroactively. Once approved, the dates should be logged in the PTO tracker so balances stay accurate.
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How to use this template
- 1
Employee completes the request
Fill in the leave dates, type, and reason, then note who will cover key tasks.
- 2
Manager reviews
Check team coverage and remaining balance, then approve or decline with a note.
- 3
HR files the record
Log the approved request in your PTO tracker and store the form for audit.
Frequently asked questions
How far in advance should leave be requested?
Planned leave such as vacation is best requested at least two weeks ahead so managers can arrange coverage. Sick or emergency leave is the exception and can be submitted on the day or retroactively per your policy.
What leave types should the form include?
At minimum: vacation, sick, and unpaid leave. Many teams also add personal, parental, bereavement, and jury duty. Use a single type field with clear options so the request maps cleanly to your tracker.
Does an approved form need to go anywhere else?
Yes. Log every approved request in your PTO or absence tracker so the running balance stays accurate and the time off is visible on the team calendar.