What is a time off request form?

A time off request form is used by employees to formally ask for time off work. It records the employee’s request, the supervisor’s response, and the specific dates requested. It should also include what type of leave the employee is requesting as the employer needs to know this to check how much time off they’re entitled to.

Types of leave

Here are some of types of leave that can be requested on a time off form:

• Vacation: employees with a certain number of vacation days can use the form to help them plan their vacations.
• Medical leave: if an employee needs treatment for medical reasons, they are able to get the appropriate time off to address their health needs.
• Mental health leave: if an employee needs time off to deal with mental health issues, it can be planned out or be filled out as needed in case of emergency.
• Maternity leave: all employees in Canada are entitled to 17 weeks of leave after and or before a baby is born or adopted.
• Bereavement leave: when someone in your family passes away, you are entitled to time off to be with your family.
• Leave for traditional aboriginal practices: if an employee is Indigenous, they are allowed time off to participate in traditional practices.

These are just some of the types of leave requests that can be made by employees. It is the employer’s responsibility to know what employees are entitled to, including the length of leave permitted.

Rules about leave in Canada

There are many different rules to follow when creating leave policies for a business in Canada. The following is a rundown of what you need to know when reviewing time off request forms.

Vacation entitlement

The most common use for a leave request form is for planned vacation. According to the Canadian Labour Code, each employee is entitled to two weeks of paid vacation time for each year of employment at the same company. After five consecutive years with the same company, vacation leave increases to three weeks, and after ten years this increases again to four weeks.

Vacation pay

It’s important to note that employees are also entitled to vacation pay, which becomes payable within 14 days prior to the vacation. This is why it’s important that time off request forms establish the exact timing of the leave. Vacation pay is calculated as a percentage of the employee’s annual gross wages. The following are the rates of vacation pay employees are entitled to:

• For those entitled to two weeks of vacation, payment is 4% of annual gross income.
• For those entitled to three weeks of vacation, payment is 6% of annual gross income.
• For those entitled to four weeks of vacation, payment is 8% of annual gross income.

For more information on vacation entitlement and vacation pay, please see the Federal labour standards.

Paid vs. unpaid leave

When an employer receives a time off request form, it’s important to know whether the leave is paid or unpaid. The majority of leave requests are for unpaid time off, but there are a few exceptions which have specific minimum requirements:

• Maternity-related reassignment and leave: paid leave while your employer is examining the request.
• Personal leave: the first three days of leave are paid when you have three consecutive months of continuous employment with the same employer.
• Leave for victims of family violence: the first five days of leave are paid when you have three consecutive months of continuous employment with the same employer.
• Bereavement leave: the first three days of leave are paid when you have three consecutive months of continuous employment with the same employer.

Provincial vs. federal laws

Another aspect to note when reviewing leave request forms is that each province has their own guidelines for taking leave from work. The federal laws should be seen as a universal minimum allowance, but individual provinces are allowed to have their own rules about taking leave from work. It’s important for employers to know what the different regulations are for their individual province. For example, the federal government requires employers to give 17 weeks of maternity leave, but both Quebec and Saskatchewan give more (18 and 19 weeks respectively). By paying attention to both the federal and provincial labour laws, you can ensure time off request forms respect government regulations. It’s also vital for companies in Canada to pay attention to the changing nature of labour laws. With each change of government, either provincial or federal, allowances for leave can change. It would be a good policy to check for new regulations periodically.

Length of employment

It’s important to know how long the employee has been working for the company. As stated in the Canadian Labour Code, the entitlements to leave requests only apply to employees that have been with the company for a year or more. Many companies choose to have a probationary period for new hires. For example, companies might give workers a three-month probationary period at the beginning of their employment. This can help employers keep track of when certain leave entitlements begin according to federal labour laws.

Time off request form template

Creating a template for a time off request form is a good idea for any company. This makes it easy for both employees and employers to know the information required in order to be granted a leave of absence. The following template can be used by any company to create a leave request form. [Company Name]

Time off request form example

Wavewood Paper Company

Time Off Request Form Templates for PDF & Word

Use these time off request form templates to streamline communication, preventing the company from being short-staffed.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.