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Employee Time-Off (Vacation) Request Form

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Employee Time-Off (Vacation) Request Form

Updated August 21, 2023

The employee time-off request form allows an individual to formally ask their employer for scheduled absence from work. This may be for a vacation, sick leave, or any other reason deemed appropriate by the employee. The request should be submitted to the employer and a decision approving or rejecting the request should be administered as soon as possible.

How to Request Time-Off From Work (4 steps)

  1. Decide the Type
  2. Speak With Your Boss
  3. Make a Formal Request
  4. Inform Co-Workers

Approval will be dependent on the employer’s policies and procedures in regards to time off requests unless otherwise stated in an employment agreement.

1. Decide the Type

employee deciding type of time off to request employer

When an employee is interested in taking time off, they will need to identify the type of time off they will be requesting. Common types of time off are:

  • Vacation
  • Health/Disability – Sickness, illness, surgery, etc.
  • Break from Work
  • Bereavement
  • Jury Duty
  • Military
  • Maternity/Paternity
  • Leave of Absence (Short or Long Term)

2. Speak With Your Boss

employee meeting with employer to discuss time off

The employee’s boss or manager should be made aware of the request as soon as possible in order to prepare for the absence. Other factors may also come into play such as if the request is during a busy or high season when employees are needed or if the time-off is paid or not.

There is no federal law on how many days off per year an employer must give, although, ten (10) paid days’ off is the average in accordance with the Bureau of Labor Statistics. In addition, it states that on average employers grant another eight (8) days’ off for federal holidays.

3. Make a Formal Request

employee on laptop submitting formal time off request

Once the employee has spoken to their boss, manager, or human resources department and has identified the type of request it should be submitted formally. The request should identify the total number of days with dates. If extenuating circumstances are the basis for the time off, the employee should further include all details and an estimate when they will be back. After submitting, the employer should take no more than forty-eight (48) hours to grant their decision.

4. Inform Co-Workers

employee reviewing official time off approval with coworkers

If the request is approved, the co-workers should be made aware of the scheduled absence so they may be able to prepare for covering of any shifts or being short-handed through the period. Whether or not the employer tells other staff members, it’s best to maintain a working relationship by having all parties of the company or organization know of the approved request.