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Overtime request form template

Get overtime approved before it’s worked, and record the hours after.

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How to make a overtime request form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the overtime request form and share it, print it or add it to your website.

About this overtime request form

Overtime should be agreed before it’s worked. An overtime request records the planned extra hours, why they’re needed and whether the employee will be paid or take time off in lieu. After the work, the actual hours are filled in so payroll pays exactly what was approved.

Record the hours on the weekly timesheet as well, and keep both for payroll records.

What’s on the overtime request form

The template has 4 sections and 10 questions. Every one can be renamed, moved or deleted.

  • Employee: Name; Employee ID; Department; Supervisor
  • Overtime: Overtime table (Date, From, To, Planned hours, Actual hours); Reason overtime is needed; Compensation (choose one: Overtime pay, Time off in lieu)
  • Employee signature: Employee signature with date
  • Approval: Approved before work started (yes or no); Supervisor signature with date

Tips

  • Set the overtime rate and rules in your policy, not on each form.
  • Check legal limits on weekly hours and rest periods.
  • Watch for repeated overtime in the same team; it may mean you need more staff.

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

What is time off in lieu?

Instead of overtime pay, the employee takes equivalent time off later. Some places require overtime pay regardless, so check local rules.

Can overtime be approved afterwards?

In emergencies, yes, but most policies need advance approval. The form has both planned and actual hours for that reason.

Can I change the questions on the overtime 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 people fill in this overtime request form on a phone?

Yes. Choose “Fillable PDF” and send the file. It opens in the Files or Drive app on Android, Files on iPhone, and any browser on a computer, where people can type their answers and save the result.

Can I put the overtime 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.

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