WorkbamiHR & attendance
Leave Request Form: Free Template, Example and How to Fill It In
A leave request form is how an employee tells the company, in advance and in writing, which kind of time off they want, for which dates, and who will cover their work while they are away. One form usually covers vacation, sick days, bereavement, jury duty, half days and unpaid leave.
On this page you can download a free leave request form for Word and Excel, see what to write in each field, copy a filled example that includes a handover plan, follow a simple approval workflow and avoid the mistakes that get requests sent back.
What is a leave request form?
A leave request form (also called a time-off request or absence request) is an internal approval document. The employee states the leave type, start and end dates, number of working days, a short reason and the colleague who will handle urgent work. The manager approves or suggests other dates, and HR or payroll uses the approved form to deduct the balance and decide whether the days are paid.
The best forms answer the manager's real question in seconds: will the team still run while this person is out? That is why the handover section matters as much as the dates. The reason can be brief. You never need to describe a medical condition on the form; a doctor's note, if your policy requires one, goes to HR separately.
When do you need a leave request form?
- Before taking vacation or paid time off, including half days
- After an unplanned sick day, so attendance and pay are recorded correctly
- For bereavement, wedding, parental or family care leave defined in your policy
- For jury duty, military service or other civic duties
- When asking for unpaid leave or a longer leave of absence
How to fill in the leave request form, field by field
The downloadable files contain exactly these fields. Fill every one so your manager can approve without coming back to you with questions.
Employee details
| Field | What to write | Example |
|---|---|---|
| Name | Your full name as it appears in the HR system. | Emily Carter |
| Department and job title | Team, department and role. | Customer Success, Account Manager |
| Employee ID | Your staff number, so HR can match the request. | E-10482 |
| Contact during leave | Only if your policy expects it: how and when you can be reached in an emergency. | Mobile, emergencies only, 9–10 a.m. |
Leave details
| Field | What to write | Example |
|---|---|---|
| Leave type | Vacation/PTO, sick, bereavement, parental, jury duty, unpaid or other. | Vacation |
| Dates and working days | First and last day of leave and the number of working days, excluding weekends and public holidays. A half day counts as 0.5. | Mon 17 Nov – Wed 19 Nov, 3 days |
| Reason | One short line. Do not include medical details. | Family trip |
| Cover and handover | Who covers which tasks, confirmed with that person beforehand. | Jordan Lee: renewals and client tickets |
| Supporting documents | Only where your policy requires evidence. | Jury summons attached |
| Approvals | Employee signature, manager decision and HR acknowledgement with dates. | E. Carter → M. Patel (manager) → HR |
Leave request form example
An account manager asks for three days of vacation. The dates and cover are at the top; the handover plan is in the table so the manager can see that nothing will stall.
| Employee | Emily Carter, Account Manager, Customer Success |
|---|---|
| Leave type | Vacation (paid) |
| Dates | Monday 17 November – Wednesday 19 November 2026 |
| Working days | 3 (balance 12 → 9) |
| Cover | Jordan Lee (handover confirmed on 10 November) |
Handover plan
| Task | Covered by | What to do | Where to find it |
|---|---|---|---|
| Contract renewals due this week | Jordan Lee | Send renewal quotes by 18 Nov | CRM > Renewals view |
| Client support tickets | Jordan Lee | Reply within one business day; escalate P1 to manager | Help desk queue |
| Weekly client report | Mia Patel (manager) | Skip this week, combine next week | Reports folder |
| Onboarding call with new client | Moved | Rescheduled to 21 Nov with client agreement | Shared calendar |
Tip: agree the handover with your cover before you submit. Managers approve much faster when the cover is already confirmed.
Free download
Free, no sign-up. Opens in Excel, Google Sheets, Numbers, Word, Google Docs and LibreOffice.
Open the downloaded file in Nobami, our web office, to edit it right away.
How to request leave in six steps
- Check your balance and the team calendar. Look up your remaining days and make sure the dates do not clash with deadlines or with too many colleagues being away.
- Choose the right leave type. Vacation, sick, bereavement, parental and unpaid leave are often paid and counted differently, so pick the correct one.
- Count working days correctly. Exclude weekends and public holidays and use your company's unit for half days or hours.
- Agree the handover first. List the tasks, the person covering each one, what they should do and where the files are, and get their confirmation.
- Submit early through the approval route. Follow your policy's notice period and send the form to your manager and HR with any required documents.
- Set up your out-of-office. After approval, add the leave to the shared calendar and set an auto-reply with your return date and the person covering.
Leave rules worth knowing (US and UK)
United States: the Fair Labor Standards Act does not require employers to pay for time not worked, such as vacation, sick days or holidays, so paid leave depends on company policy, employment contracts and state or local laws (several states and cities require paid sick leave). The Family and Medical Leave Act gives eligible employees of covered employers up to 12 workweeks of unpaid, job-protected leave in a 12-month period for specified family and medical reasons.
United Kingdom: almost all workers are entitled to 5.6 weeks of paid statutory annual leave a year; for someone working five days a week that is 28 days, and employers may include bank holidays in it. Employers can set rules on when leave is taken and how much notice is required.
Elsewhere, entitlements and notice rules vary widely. Use the form to record the request and the decision, and always follow your employment contract and company handbook.
Sources
- U.S. Department of Labor: Vacation leave (checked October 30, 2026)
- U.S. Department of Labor: Family and Medical Leave Act (checked October 30, 2026)
- GOV.UK: Holiday entitlement (checked October 30, 2026)
General information, not legal advice. Leave rights depend on your country, state, contract and company policy; check the official sources and your HR team.
Common leave request mistakes
- Counting weekends or public holidays as leave days
- Naming a cover colleague who has not agreed or does not know the tasks
- Writing medical details in the reason field
- Submitting the day before and leaving no time for approval
- Choosing the wrong leave type, so the days are paid or deducted incorrectly
- Forgetting the out-of-office message and shared calendar entry
Leave request form FAQ
What should a leave request form include?
Employee name, department, employee ID, leave type, start and end dates, number of working days, a short reason, who covers your work, any supporting documents and the approval signatures with dates.
Do I have to give a reason for taking leave?
For vacation, a short reason such as personal or family time is usually enough. For sick, bereavement or civic leave your policy may ask for the type and sometimes evidence, but never for detailed medical information on the form.
How far in advance should I submit a leave request?
Follow your company policy. Many teams expect one to two weeks for vacation and longer for extended leave. Earlier requests are easier to approve.
How do I request a half day?
Choose the leave type, write the date with morning or afternoon, and count it as 0.5 days, or in hours if your company tracks leave by the hour.
Can I use this form in Google Docs or Sheets?
Yes. The Word file opens in Google Docs and LibreOffice, and the Excel file opens in Google Sheets and Numbers.