Leave request form template
Request time off and get it approved in writing.
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How to make a leave request form
- 1
Check the questions: rename, add or delete any field, or change how it’s answered.
- 2
Add your organisation’s name, a contact line and your logo if you like.
- 3
Choose fillable PDF, printable PDF, Word or HTML, and the paper size.
- 4
Download the leave request form and share it, print it or add it to your website.
About this leave request form
A leave request form records what kind of leave someone wants, for which days, who will cover their work and whether their manager approved it. It avoids double-booked holidays and gives HR a clear record for leave balances and payroll.
The leave types cover annual or earned leave, sick leave, casual leave and others common in India and elsewhere. If you need a formal letter instead, the leave application generator writes one, and the leave calculator works out balances.
What’s on the leave request form
The template has 4 sections and 17 questions. Every one can be renamed, moved or deleted.
- Employee: Name; Employee ID; Department; Manager
- Leave details: Type of leave (choose one: Annual / earned, Sick, Casual, Maternity / paternity, Bereavement, Unpaid, Other); From; To; Number of working days; Half day? (choose one: No, First half, Second half); Reason (optional); Contact while on leave; Work covered by
- Employee signature: Employee signature with date
- Approval: Decision (choose one: Approved, Approved with changes, Not approved); Comments; Manager name; Manager signature with date
Tips
- Agree a minimum notice period for planned leave and print it in the instructions.
- Count working days, not calendar days; the working days calculator can help.
- Return the approved form to the employee so they have a record.
Four ways to save it
A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.
Frequently asked questions
How many days in advance should leave be requested?
Many employers ask for one to two weeks for short leave and a month for long leave. Emergency and sick leave are usually requested on the day.
Is a leave request form the same as a leave application?
They do the same job. A form is quicker to fill in and process; some employers still prefer a letter, which the leave application generator can write.
Can I change the questions on the leave request form?
Yes. Rename any question, change its answer type (short answer, tick boxes, rating, table and more), move it, or delete it. You can also add whole new sections.
Can I put the leave request form on my website?
Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.
Can I get the leave request form as a Word document?
Yes. Choose “Word” under “Save as” to download a .docx file you can keep editing in Microsoft Word, Google Docs or LibreOffice.