What is a time-off request form?

A time-off request form allows employees to formally request time off for various reasons. It documents the employee’s request, employee details, the supervisor’s response and the specific dates for the start and end of the requested leave. Additionally, the form typically specifies the requested leave type, as employers require this information to determine the employee’s entitlements to time off.

Some company policies may also require employees to provide a brief explanation for their time off as part of the request process. Review the request with the employee to ensure they provided all necessary information.

Types of leave

Employees in Canada are entitled to different types of leave. Here are some common employee time off requests:

• Vacation: Employees with a certain number of paid vacation days can use the form to help them plan their holidays.
• Sick leave: Employees can request time off when they are ill or unable to work due to health reasons.
• Personal days: Employees can request personal days off or personal time off (PTO) for reasons not covered by other types of leave, such as personal matters or appointments.
• Jury duty: Employees are granted leave to fulfill their civic duty without deducting from their personal time off.
• Medical leave: If an employee needs treatment for medical reasons, they are eligible to get the appropriate time off to address their health needs.
• Mental health leave: Employees may schedule this leave in advance or request it urgently during emergencies to deal with mental health issues.
• Maternity leave: Birthing parents employed in Canada are entitled to 17 weeks of maternity leave, paid or unpaid, which can be used before and after a baby is born.
• Parental leave: New parents in Canada can take job-protected parental leave to care for their newborn or adopted children.
• Miscarriage leave: Individuals can request miscarriage leave to recover from the physical and emotional effects of pregnancy loss.
• Bereavement leave: When a family member passes away, the employee is entitled to time off to be with their family.
• Leave for traditional Aboriginal practices: If an employee is Indigenous, they are allowed time off to participate in traditional practices.

It is also important for employers to distinguish between personal time off vs. vacation to determine what employees are entitled to and the length of leave allowed. Some types of leave may require additional documentation or approval.

Rules about leave in Canada

There are various federal, provincial and territorial regulations to follow when creating leave policies for a business in Canada. Additionally, if your business requires employees to cover certain job-related expenses, it can be helpful for employers to become familiar with forms such as the T2200.

Consistently reviewing leave requests ensures compliance with company policies and maintains fairness in the approval process.

Here is a review of an employer’s responsibilities when assessing time-off request forms, including the process for submitting and approving time-off requests:

Vacation entitlement

The most common use for a leave request form is for a planned vacation. Employees are typically required to provide a certain number of weeks’ notice when submitting vacation requests, in accordance with company policy.

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. After 10 years, this increases again to four weeks.

Vacation pay

It’s important to note that employees are entitled to vacation pay, typically payable 14 days before the vacation. Time-off request forms help establish the exact timing of the leave and can streamline the pay process for employers.

Vacation pay is calculated as a percentage of the employee’s annual gross wages and the total number of vacation days requested is used to determine the appropriate payment. 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 refer to 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 employer is responsible for reviewing the request and deciding whether to approve or deny it based on the type of leave.

Although most leave requests are for unpaid time off, there are some exceptions which have specific minimum requirements:

• Parental-related reassignment and leave: This is about paid leave while your employer is examining the request.
• Personal leave: Employees can receive three paid personal days off after three consecutive months of continuous employment with the same employer.
• Leave for victims of family violence: The first five days of leave are paid after an employee has three consecutive months of continuous employment with the same employer.
• Bereavement leave: The first three days of leave are paid when an employee has completed three consecutive months of continuous employment with the same employer.

Provincial vs. federal laws

In Canada, federal laws are considered a universal minimum allowance, but individual provinces and territories can set their own rules about taking leave from work. This can be an important consideration for employers when creating and reviewing leave request forms and applying the regulations in their jurisdiction.

For example, the federal government requires employers to give 17 weeks of parental leave, but both Quebec and Saskatchewan give more (18 and 19 weeks, respectively). By adhering to federal and provincial labour laws, employers can ensure that time-off request forms respect government regulations. It can also be helpful to consult the company calendar, coordinate leave requests with company events and avoid scheduling conflicts.

Length of employment

An important factor affecting leave requests is how long an employee has been working for the company. The Canadian Labour Code states that entitlements to leave requests only apply to employees who have been with the company for one year or more.

Some employers may set a probationary period for new hires, such as a three-month probationary period at the beginning of their employment. This can help track when certain leave entitlements begin in accordance with federal labour laws. Maintaining accurate records of each employee’s leave entitlements and employment history is essential for clear communication, legal compliance and effective HR management.

Time-off request form template

Creating a time-off request form template can benefit any company. These forms can make it easy for employers and employees to understand the information required and how to submit requests for a leave of absence.

The following template can be used to create a leave request form:

[Company Name]

Time-off request form example

Employees are typically required to fill out all fields in the time-off request form, including start date and end date, before the form is submitted.

The following example is for you to consider:

Wavewood Paper Company

Both the employee and manager usually sign the time-off request form. A formal request might not be considered approved until all signatures are obtained and the form is officially submitted.

Time-off request form templates for PDF and Word

These digital templates allow employees to submit and track their time-off requests efficiently. They can be used for PTO requests or for requesting time off for various other reasons. Employees may also be asked to provide a brief explanation to comply with company policies if necessary.

Employers can ensure smooth workflows by managing employee time off requests thoughtfully and following the proper processes for submitting and approving requests.

*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 contract regulations.