Time Off / Leave Request Form
A one-page request for time off with the dates, the days counted for you, who covers your work and an approval line.
Free. Fill in, print, save as PDF or download as Word without an account. Saving to your account needs a free account.
Country versions
- International
- United States *
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
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What it is
A leave request form is how you ask your employer for time off in a way that can be approved and recorded. It names who is asking, for which dates, what kind of leave it is and who will cover the work, and it leaves room for the manager's decision. A written request helps both sides: you can show that you asked in good time, and the employer can plan staffing.
This form counts the calendar days for you and asks you to enter the working days yourself, because public holidays and part-time schedules differ from one workplace to the next. Pick a country to see the wording and the leave types used there: the Korean version adds approval boxes at the top, the Japanese version writes dates in the era calendar, and the German version is an Urlaubsantrag with the leave types that fit it.
When to use it
- You want to take annual leave, special leave or unpaid leave and your employer asks for a written request.
- You want proof of the date you asked and the dates you asked for.
- Your team needs to know who covers your work while you are away.
- Your company has no form of its own and you need a clear one-page template.
How to fill it in
- Your name, department and position come from your saved details; add your staff number if your employer uses one.
- Choose the type of leave and the first and last day. The calendar days appear by themselves.
- Enter the working days you are asking for and, if you know it, your balance before this request.
- Name the colleague who covers your work and how you can be reached.
- Print the form for signatures, or download it as a Word file or send it by email as your employer prefers.
Common mistakes
- Counting public holidays as working days, or leaving them out, without checking how your employer counts.
- Asking too late for busy periods; ask as early as you can.
- Not naming who covers the work, so the manager cannot approve with confidence.
- Assuming the request is approved before the manager has signed.
- Using the wrong type of leave, for example listing an illness as annual leave.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- United States (US): Written in English – check with local advice
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Boxed form
- Ledger
- Compact
- Banner
- Warm
- Plain (black and white)
- Modern
- Formal
- Side band
- Classic
- Minimal
- Executive
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- How many leave days do I have?
- That depends on your contract, your length of service and the law of your country, so the form does not guess. The notes under each country name the main statute as a starting point; your employer's policy gives the exact number.
- Why are working days entered by hand?
- Calendar days are simple to count, but which days are working days depends on public holidays, your weekly schedule and your employer's rules. Typing the number keeps the form correct for part-time and shift work too.
- Does my employer have to approve the leave?
- Often the employer has to consider your wishes but may move the dates for business reasons, and the rules differ by country and by type of leave. The form records your request; it does not decide the outcome. Check the notes for your country and your employer's policy.
- Is the form legal advice?
- No. It is a general template. Leave entitlements are set by law, contract and company policy, so check those or ask a qualified adviser when it matters.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 5 country versions: International, United States, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.