What is a time-off request form?

A time-off request form is a human resources document that enables employees to submit an official request for sick leave, vacation time, personal days or other forms of absence. Typically, it contains the type of leave being requested, the start and end dates, the employee’s name, their department and the manager’s signature.

This form provides clear written documentation of the request and reply, enabling the employee’s department to schedule accordingly.

What are the benefits of time-off request forms?

Before creating your company’s standard time-off request form, consider how this document can benefit your organization. Here are some of the most common benefits:

• Easier scheduling: Standardizing your time-off requests can help managers identify scheduling gaps and avoid labour shortages.
• Quicker approvals: Keeping time-off requests consistent and organized can help managers process them more quickly and improve the employee experience.
• Enhanced communication: Avoiding confusion by designing a clear and user-friendly request form.
• Improved morale: Maintaining continuity in time-off requests ensures that everyone is treated fairly, boosting employee morale.
• Tightened compliance: Introducing a streamlined and consistent process for requesting time off can help your company adhere to Canada’s Labour Code.
• Increased accuracy: Well-designed forms can make it easier for payroll and human resources to document and calculate time off.
• Decreased potential for disputes: Documenting requests for time off creates an easy-to-follow written record, lowering the likelihood of conflict.

What are some common types of leave?

According to the Canadian government, federal labour standards may entitle employees to several different types of paid and unpaid time off. Here are a few common reasons for filing a request for time off:

• Maternity leave: Birthing parents are entitled to 17 weeks of maternity leave before or after a child is born.
• Parental leave: Parents can take 63 weeks of parental leave following the birth or adoption of a child. Parents who wish to share this leave can take a total of 71 weeks.
• Compassionate care: Employees in Canada can take up to 28 weeks of compassionate leave over 52 weeks to care for a family member with a serious medical condition that poses a high risk of death.
• Personal leave: Staff members are entitled to take up to five days of personal leave each year for urgent matters that may arise.
• Jury duty: Employees who are called for jury duty or required to serve as a witness in court are entitled to the necessary leave.
• Bereavement leave: Employees are entitled to 10 days of bereavement leave following the death of an immediate family member. If their child (or that of their spouse or common-law partner) passes away, they can take up to eight weeks.
• Medical leave: If an employee is ill or injured, they can take up to 27 weeks of medical leave.
• Vacation time: Employees are entitled to vacation time. The allotted time is based on their length of employment. The Canadian government outlines that after one year of employment, they’re entitled to two weeks. After five years of consecutive employment, the entitlement is three weeks. And after 10 years, they can take four weeks’ vacation.
• Leave for traditional Aboriginal practices: Indigenous employees are entitled to five days off each year to take part in traditional Indigenous cultural activities.

What information does a time-off request form have?

When creating your organization’s time-off request forms, begin by identifying what information these documents contain. Here’s a list of things to include on your form:

• Employee information: Provide a space for the employee’s full name, employee number, department and position.
• Reason for leave: Include the type of leave requested, such as vacation, maternity, medical or bereavement. If your company requires a more detailed explanation, provide space for this as well.
• Date of request: Ask for the date that the request was submitted to foster fairness, particularly when granting vacation time.
• Start and end dates: Request the dates that the leave begins and ends to enable accurate scheduling and coverage.
• Manager’s approval: Provide a place for the manager to approve or decline the request.
• Employee’s signature: Create a space for the employee to sign and date the request.
• Manager’s signature: Include a place for the manager to sign and date the request.

What does a time-off request form template include?

A time-off request form template can make the process easier for employees and give management and HR the information they need to make scheduling decisions.

Here is a template to guide you:

[Company Name]

What does a completed time-off request include?

Here’s an example of a completed time-off request form:

Twelfth Avenue Bake Shop

Can you access time-off request forms in PDF and Word?

Downloading a digital template can save you time compared with creating one from scratch. Here is a PDF and a Word option:

*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 labour or employment regulations.