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Shift change request form template

Swap or change a shift with your manager’s approval.

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How to make a shift change 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 shift change request form and share it, print it or add it to your website.

About this shift change request form

A shift change request records a swap or change to the published schedule: who is giving up which shift, who is taking it, and whether a supervisor agreed. It stops the confusion of verbal swaps and makes sure the person on the rota is the person who turns up.

Both employees sign for a swap, so there’s no doubt who agreed to cover.

What’s on the shift change request form

The template has 4 sections and 15 questions. Every one can be renamed, moved or deleted.

  • Requested by: Name; Employee ID; Position
  • Change: Type of change (choose one: Swap with a coworker, Give away a shift, Change shift time); Current shift date; Current shift time; Requested shift date; Requested shift time; Reason
  • Covering employee (for swaps): Name; Shift they give in return (date and time); Covering employee signature with date
  • Signatures: Requesting employee signature with date; Decision (choose one: Approved, Not approved); Supervisor signature with date

Tips

  • Submit swaps at least 48 hours before the shift unless it’s an emergency.
  • Make sure the covering employee has the right skills or certificates.
  • Update the posted schedule as soon as the change is approved.

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

Can I swap a shift without a manager’s approval?

Most workplaces need approval, because cover must be qualified and overtime may apply. This form makes that quick.

Who signs a shift swap form?

The employee requesting the change, the employee taking the shift and the supervisor.

Can I put the shift change 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 add my logo to the shift change request form?

Yes. Add your organisation’s name, a contact line and a logo in “Form details”. The logo is placed into the file on your device and is never uploaded.

Can people fill in this shift change 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.

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