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Employee Time Off (Vacation) Request Form

An employee time off request form allows an individual to formally ask their employer for an approved, scheduled absence from work. This can be for vacation, sick leave, or any other reason. A decision regarding the request should be administered as quickly as possible. Approval depends on the employer's policies or discretion.
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Updated September 24, 2024

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Time Off Statistics

There is no federal law dictating how many days off per year an employer must provide in the U.S., but ten days is the average, in addition to eight federally recognized holidays.

Source: Bureau of Labor Statistics

How to Request Time Off From Work (4 steps)

1. Determine Type

employee deciding type of time off to request employer

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

  • Vacation
  • Medical
  • Bereavement
  • Jury Duty
  • Military
  • Maternity/Paternity
  • Leave of Absence (Short or Long Term)
  • Personal Leave

2. Speak With Your Boss

employee meeting with employer to discuss time off

The employee should speak to their boss or manager as early as possible so they can prepare for the absence. Two weeks’ notice is often the standard, but workplace policies or employment contracts may specify other expectations.

3. Make a Formal Request

employee on laptop submitting formal time off request

The request should identify the total number of days with dates. If extenuating circumstances are the basis for the time off, the employee should include all relevant details and an estimated return date. After submitting, the employer should take no more than 48 hours to grant their decision.

4. Inform Co-Workers

employee reviewing official time off approval with coworkers

Co-workers should be made aware of the scheduled absence so they may be able to prepare for covering 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 about the approved request.