Time Off Request Form
Create a clear time off request in a minute: pick the leave type and dates, and the tool counts working days, PTO hours, your return date and remaining balance. Download a fillable PDF ready for your manager's approval, or make a blank branded form for your whole team. Everything stays in your browser.
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Shaded boxes become typeable fields and squares become checkboxes when "Fillable PDF" is on; the form also prints cleanly for handwriting.
How to use the Time Off Request Form
- Choose a mode: My request to fill in your own time off, or Blank form to print for staff.
- Enter the company name, notice policy and hours in a full workday, and add a logo if you like.
- Fill in the employee details, pick the leave type and add the first and last day off for each date range.
- Check the totals: working days, PTO hours, return date and remaining balance update instantly.
- Download the PDF, sign it (or type in the fillable fields) and send it to your manager for approval.
How the day and hour count works
For each date range, the form counts every calendar day from the first day off to the last day off that falls on one of your working days, leaving out US federal holidays if that option is ticked. Then:
PTO hours = working days × hours per day, and balance after = current balance − PTO hours.
The return-to-work date is the first working day after the last day off. Example: a Monday-to-Friday week off that includes Labor Day counts 4 working days, so at 8 hours a day it uses 32 hours of PTO, and the employee returns the following Monday.
Common types of leave
| Leave type | Typical use | Good to know (US) |
|---|---|---|
| Vacation / PTO | Planned time off for rest or travel | No federal law requires paid vacation; it is set by company policy or contract. |
| Sick leave | Illness, medical appointments, caring for a sick family member | Many states and cities require paid sick leave; amounts and rules vary. |
| Personal day | Errands, moving, school events | Often a small separate bank of days or part of combined PTO. |
| Bereavement | Funeral and grieving after the death of a relative | Usually 1 to 5 days by company policy; a few states require it. |
| Jury duty | Serving on a jury | Federal law protects the jobs of employees serving on federal juries, and most states protect state jury service. |
| Military leave | Service in the uniformed services, training | USERRA protects reemployment rights for service members. |
| FMLA leave | Serious health condition, new child, caring for family | Eligible employees of covered employers get up to 12 weeks of unpaid, job-protected leave per year. |
| Unpaid leave | Time off beyond the available balance | Needs explicit manager approval; may affect benefits. |
Tips for smoother approvals
- Submit planned time off as early as your policy allows; peak periods such as holidays fill up first.
- Note who will cover your work and where handover notes are, so your manager can approve without chasing details.
- Check your PTO balance first; the form shows the balance remaining and warns if the request goes over.
- Keep a copy of the signed form. Managers and HR should file approved requests with payroll records.
- Employers: hand out the blank version with your logo and notice policy so every request arrives in the same format.
Frequently asked questions
What should a time off request form include?
The employee's name, department and manager, the type of leave, the first and last day off, the number of working days or hours requested, the date the request was made, and the employee's signature. A manager section to approve or deny the request, with a signature and date, completes the record. This form includes all of these, plus optional PTO balance, coverage and HR boxes.
How are working days and PTO hours calculated?
For each date range the tool counts the calendar days that fall on your working days, skips US federal holidays if that option is on, and multiplies the result by the hours per day. For example, Monday to Friday with no holidays is 5 working days; at 8 hours a day that is 40 hours of PTO.
Which holidays are skipped?
The 11 US federal holidays: New Year's Day, Martin Luther King Jr. Day, Washington's Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving and Christmas. When a holiday falls on a Saturday the Friday before is skipped, and when it falls on a Sunday the following Monday is skipped. Turn the option off if your employer does not observe them.
How do I request a half day or partial day?
Add the day as its own date range and type the number of hours, for example 4, in the Hours / day box. Leave the box empty to use a full workday.
How far in advance should I request time off?
It depends on your employer's policy; two weeks is a common rule for planned vacation, while sick leave and emergencies are requested as soon as possible. Enter your company's notice period and the tool warns you if the request date is too close to the first day off.
How does the fillable PDF work?
With Fillable PDF on, every shaded box is a text field and every square is a checkbox that can be filled in any PDF reader or most browsers, then saved, emailed or printed. Your entries are already placed in the fields, so you can still correct them later. The same file prints cleanly for handwritten signatures.
Is my information uploaded anywhere?
No. The form, the day count and the PDF are created entirely in your browser. Names and dates never leave your device, and your settings are saved only in this browser.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.