Templates
Vacation request template free & workplace-ready
Download this vacation request template—a ready-made leave request form for Excel or Google Sheets. It counts working days between your dates, includes copy-ready emails, and covers fields for US PTO and UK annual leave. Export to PDF or print when HR needs a signed record. No signup required.
If you work in shifts (restaurants, retail, care), submitting early gives managers time to adjust the rota before busy weeks. After approval, record team time off in our leave planner template, or route requests through Ordio Absences when you want digital approvals and balances.
Based in Germany? Use BUrlG-style wording only if your employer requires a written Erholungsurlaub request—this page focuses on US and UK practice.
- Working-day calculator
- Email examples
- Excel & Google Sheets
What is a vacation request template?
A vacation request template (also called a leave request template, leave request form, or annual leave request form) is a standard layout for asking your employer for time off. It records name, department, dates, leave type, remaining balance, and cover so your manager can approve and payroll can apply the right rules.
You can download this leave form free, fill it in offline, and email or print it—no subscription to a form builder. The same fields work in Excel and in Google Sheets after you make a copy of the Sheets version.
Common types of leave you might list on one form:
- PTO / vacation (US): Paid time off under your handbook—often one pool or split vacation and sick. See our paid time off (PTO) glossary.
- Annual leave (UK): Statutory and contractual days, usually booked in working days, not calendar days. See holiday pay for pay calculation basics.
- Sick leave: Short-term illness; documentation rules vary by US state and UK fit-note rules.
- Parental or protected leave: Not the same as vacation—US FMLA and UK parental leave use separate processes.
- Unpaid leave: When paid entitlement is used up or for personal leave without pay.
The workbook calculates working days between start and end dates and includes a Compliance sheet that flags balance or date issues before you submit. Send the file by email, upload it to your HR portal, or print a signed copy.
Leave request vs leave planner: which template do you need?
Use the right free template so you do not mix up an individual request with a team calendar. Employees start here: download the form, fill dates and cover, and get approval. Supervisors and HR then record approved leave in a leave planner so rotas, balances, and clash checks stay in one view—especially when several people share the same shift pattern.
If you only need your own dates on paper, use this page. If you are planning who can be off in August or over Christmas, open the leave planner template instead (or use both after each request is approved).
| Aspect | Leave request (this page) | Leave planner |
|---|---|---|
| Purpose | One employee asks for time off | Manager or HR sees the whole team |
| Contents | Dates, leave type, balance, cover | Roster, balances, approved dates, calendar view |
| Typical user | Employee | Supervisor, office manager, HR |
| Ordio template | Vacation request template | Leave planner template |
Leave request form: fields to include
A useful time off request template includes the fields HR and payroll expect on the first submission—especially when you download a free form and send it by email instead of using an HR app.
| Field | Why it matters |
|---|---|
| Employee name & department | Identifies who is away and who approves |
| Leave start and end dates | Defines the absence window for payroll and cover |
| Working days requested | Avoids charging calendar days when policy counts Mon–Fri only |
| Leave type (PTO, annual leave, sick, unpaid) | Routes to the right policy and pay rules |
| Remaining balance | Shows you are not overdrawn before travel is booked |
| Cover / handover contact | Keeps shifts and customers covered in hospitality and retail |
| Signature and date | Creates a written record if email alone is not enough |
| Manager approval (optional row) | Shows who approved the leave and when |
Example formal email for a leave request
A formal email for a leave request should be polite, specific, and complete: subject line, dates, type of leave, cover arrangement, and a clear ask for approval. Email can supplement a signed form where your policy requires both.
Adapt these three examples—replace the bracketed placeholders with your details.
Subject
Example 1: Standard PTO or annual leave
Subject: Leave request – [start date] to [end date]
Body:
Dear [Manager name],
I would like to request paid leave from [start date] to [end date] ([number] working days).
I have sufficient balance remaining. [Colleague name] has agreed to cover urgent tasks.
Please let me know if you approve.
Kind regards,
[Your name]
Subject
Example 2: Short-notice request
Subject: Urgent leave request – [date]
Body:
Hi [Manager name],
I need to take leave on [date] due to [brief reason if appropriate]. I still have PTO or annual leave available, and [colleague] can cover my shift.
Thank you for considering this at short notice.
Best regards,
[Your name]
Subject
Example 3: Longer block of leave
Subject: Leave request – [start] to [end] ([number] working days)
Body:
Dear [Manager name],
I am requesting leave from [start date] to [end date] ([number] working days in total).
Handover is arranged with [colleague]. I will check email occasionally if needed.
Could you confirm approval when convenient?
Kind regards,
[Your name]
Keep written confirmation of approval. Attach the completed workbook if HR needs a file copy.
Why a complete leave request matters
A complete leave request protects employees and employers: clear dates, leave type, and approval trail reduce payroll mistakes, double-booked shifts, and “I thought that was approved” disputes.
For employees
- Proof: Approved requests support pay, holiday pay calculations, and return-to-work conversations.
- Planning: Early submission improves approval odds for popular weeks and school-holiday periods.
- Balance clarity: Stating remaining PTO or annual leave avoids overdrawing entitlement before flights or deposits are paid.
- Cover: Naming a colleague or handover contact shows managers the rota can still run.
For employers
- Staffing: Managers can adjust rotas before the leave starts—see employee scheduling.
- Payroll: Working-day totals and leave type help payroll apply the right pay rules (paid PTO vs unpaid vs protected leave of absence).
- Compliance: Documented decisions support fair treatment, grievance handling, and audits.
- Scale: Compare absence management software when email threads and shared drives no longer scale.
Shift teams and hospitality
In restaurants, retail, and care, one missing server or nurse can break a shift. A form that lists dates in working days, cover, and approval in writing gives the floor manager time to swap shifts or arrange cover.
US vs UK: US employers follow handbook PTO rules; UK workers have statutory annual leave rights—book in working days where your contract requires them.
Word, PDF, and Excel: what you download
This file is an Excel and Google Sheets time off request template—not a native Word (.docx) download. Many employers still accept it when you save as PDF or print to PDF from Excel or Sheets, then add a wet or e-signature.
Typical steps: complete the Leave request sheet → review the Compliance sheet → print or export PDF → email or upload to HR. In Google Sheets, use File → Make a copy so formulas stay intact; in Excel, enable editing after download.
If policy requires Microsoft Word, paste the table into company letterhead or attach the PDF export. We ship one spreadsheet you can reuse each year rather than a separate Word template.
Fill out the vacation request workbook: step-by-step
The workbook includes an Instructions sheet (notice tips and examples), a Leave request data entry sheet, a Compliance check for balances and dates, plus automatic working-day counts between your start and end dates. Follow this order:
- Open Instructions: Read notice tips and US/UK examples (FLSA and Working Time Regulations pointers for shift employers).
- Enter personal details: Name, department, role, and employee ID if used.
- Enter dates on Leave request: Start and end dates; confirm the template counts working days (weekends excluded; add public holidays if your policy excludes them).
- Check working days vs calendar days: A Monday–Friday week away is usually five working days, not seven calendar days—state the working-day total in your email.
- Select leave type and balance: PTO, annual leave, sick, unpaid, or another category your employer recognizes.
- Name cover: Colleague or manager who handles tasks or shifts while you are away.
- Review Compliance: Fix any flags before you send the form.
- Sign and date: Wet ink or e-sign if HR allows.
- Submit early: Often two to four weeks ahead for standard vacation; peak seasons may need longer notice.
Common mistakes: missing signature, US date format confusion (MM/DD vs DD/MM), no cover name, or booking travel before written approval.
Tips for submitting and approving a leave request
Submission and approval work best with lead time, full information, and realistic cover—especially when several people share the same shift pattern.
Employee checklist before you send
- Dates and working-day total match the workbook (and your email).
- Leave type matches policy (PTO, annual leave, sick, unpaid—not FMLA unless you use the separate process).
- Remaining balance is current from payslip or HR portal.
- Cover colleague or handover is named and has agreed informally.
- Form is signed (or PDF attached) if HR requires a file copy.
When to submit
Submit at least two to four weeks ahead for standard vacation unless policy says otherwise. Peak periods (summer, Christmas, US holiday weekends, UK school holidays) may need three months’ notice in the handbook. UK contracts often require notice of at least twice the length of the leave you want (for example two days’ notice for one day off)—check your contract.
For managers approving leave
Check the rota, confirm cover, and reply in writing with approved dates and working-day count. If you must decline, propose alternative weeks and record the reason—UK employers should show business grounds; US teams usually follow handbook fairness rules. Keep approvals in email or HRIS so payroll can match pay to absence.
After you submit
Wait for written approval before booking non-refundable travel. Verbal OK alone is risky for payroll. If too many colleagues are already off or cover is missing, use the leave planner template to spot clashes early.
When spreadsheets are not enough, Ordio Absences shows team calendars, speeds approval, and updates balances automatically.
Submit a leave request correctly: form, deadlines, and legal basics
To submit leave correctly, follow your employer’s process and the law that applies in your country. Most teams accept one of the channels below; use the same channel every time so requests are easy to find later.
Acceptable form
- Completed Excel, Google Sheets, or PDF export from this vacation request template
- Email with all required details (subject line with dates)
- HRIS or app submission (e.g. Ordio Absences)
- Signed paper form where still required
Email-only can work if it includes dates, working days, leave type, balance, cover, and written approval—but a spreadsheet or PDF helps HR archive requests consistently.
Suggested notice periods
| Leave type | Typical notice | Notes |
|---|---|---|
| Peak vacation (US/UK) | 1–3 months | Handbook or rota planning; first-come policies are common |
| Standard PTO / annual leave | 2–4 weeks | Allows cover planning; UK may require 2× length of leave |
| Sick leave | Same day or ASAP | US state sick laws and UK fit-note rules may apply after several days |
| Short notice (discretionary PTO) | As soon as possible | Discuss with manager first; approval not guaranteed |
| Unpaid or personal leave | Per handbook | Often needs longer notice and explicit approval |
| FMLA / parental (US) | Per federal eligibility rules | Separate from PTO paperwork; see leave of absence |
United States and United Kingdom: quick legal reference
Use this section as orientation only—your employee handbook and contract override generic guidance.
United States
There is no federal minimum paid vacation. Employers set PTO banks, accrual, carry-over caps, and blackout dates in policy. Track what you request in working days if that is how payroll deducts balance.
The Family and Medical Leave Act (FMLA) provides unpaid, job-protected leave for qualifying medical and family reasons with separate eligibility, notice, and certification—do not substitute this vacation form for FMLA paperwork. See our FMLA glossary for a plain-language overview.
State laws: Several states require paid sick leave or paid family leave with their own notice and documentation rules. If you are unsure whether your absence is PTO, sick, or protected leave, ask HR before you submit.
United Kingdom
Most workers are entitled to 5.6 weeks’ paid annual leave per year (pro-rated for part-time). That statutory minimum is often expressed as 28 days for a full-time five-day week; whether bank holidays are included depends on your contract—check payslips and contract wording.
Employers can set reasonable booking rules and notice in contract. Workers should give notice of at least twice the length of the requested leave unless the contract says otherwise. Employers may refuse specific dates for business reasons but should allow statutory leave at another time. Official overview: GOV.UK — Holiday entitlement rights. Holiday pay must be calculated correctly when you take leave.
Using the Ordio workbook
The template supports US and UK fields, working-day counts, and a Compliance sheet for balance checks. It is not legal advice—confirm specifics with HR or qualified counsel.
Manage leave digitally with Ordio
Automatic balances and approvals save time
Automatic leave calculation
Track entitlements without manual spreadsheets
Digital approvals
Submit and approve leave requests online — no paperwork
Overview for everyone
Staff see balances; managers approve in one click
Linked to scheduling
Approved leave updates shift plans automatically
With Ordio:
See how Ordio digitizes leave management
See digital approvals simplify your workflow · No obligation · 15 minutes
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Frequently asked questions about Vacation request template
What is a vacation request template?
A vacation request template is a pre-built leave request form—usually in Excel or Google Sheets—that records dates, leave type, working days, balance, and cover before your manager approves time off. The Ordio file calculates working days automatically and includes sample emails for US PTO and UK annual leave.
Is this vacation request template free to download?
Yes. You can download this leave form template free as an Excel file or copy the Google Sheets version—no signup. Complete it on your device, then email or print a PDF for your manager or HR.
How do I write a vacation request email?
Put your dates in the subject line, state how many working days you are requesting, mention remaining PTO or annual leave, name who covers your work, and ask for written approval. Example subject: Leave request – 12 May to 16 May (5 working days). Copy one of the three email examples in the section above and replace the bracketed placeholders.
How far in advance should I request PTO or annual leave?
Many US handbooks ask for two to four weeks for standard vacation; busy seasons may need one to three months. UK contracts often require notice of at least twice the length of leave requested. Submit earlier when possible so managers can adjust the rota.
Can my employer refuse my vacation request?
In the US, employers usually manage PTO through policy, subject to state rules and any collective agreements. In the UK, employers must not unreasonably prevent workers from taking statutory annual leave but may refuse specific dates for sound business reasons and should suggest alternatives.
Do I need a written leave request form?
Written requests are best practice in the US and UK so dates and approval are documented. Use a signed Excel or PDF form, email with full details, or your HR system. Confirm whether e-signatures are accepted.
How many days of annual leave am I entitled to in the UK?
Full-time workers must receive at least 5.6 weeks’ paid annual leave per year (often shown as 28 days for a five-day week). Part-time workers receive a pro-rated amount. Whether bank holidays count toward that total depends on your contract—check payslips or HR. The template tracks the balance you enter from your records.
Can I use Excel or Google Sheets for a leave request?
Yes. Many US and UK employers accept a completed spreadsheet or PDF export instead of a paper form. The Ordio vacation request template uses the same fields and working-day formulas in Excel and Google Sheets.
What fields should a leave request form include?
At minimum: employee name, department, leave start and end dates, working days requested, leave type (PTO, annual leave, sick, or unpaid), remaining balance, cover or handover contact, signature, and submission date. Employee ID and manager approval rows help HR file annual leave and PTO requests consistently.
How is a leave request different from a team leave planner?
A leave request is submitted by one employee for approval. A leave planner shows the whole team’s approved time off and balances. Use both: request first, then record approval in the planner.
What is the difference between working days and calendar days for leave?
Calendar days count every day on the calendar. Working days usually mean Monday–Friday (and sometimes exclude public holidays). UK annual leave is normally booked in working days; US PTO policies vary—always follow your handbook. The Ordio template calculates working days between your chosen dates.