PTO Request Form Template
Let employees request paid time off in writing and give managers a simple way to approve or decline it.
Opens a fillable version in your browser. Free, no account, and free to download. This is a helper, not the official form.
About PTO Request Form
A paid time off request form is how an employee formally asks for time away from work, such as vacation, personal days, or sick leave. It records the type of leave, the dates requested, and the total time off, and it gives the manager a place to approve or decline the request.
Using a written form keeps leave requests consistent, helps managers plan coverage, and creates a record of how much time off has been used. It also reduces confusion about which requests were approved and when.
This is a general template, not an official form. Adjust the leave types, notice period, and accrual details to match your company policy and any applicable leave laws.
Who needs to complete it
- Employees requesting vacation, personal, or sick leave
- Managers who need to approve leave and plan for coverage
- HR staff tracking leave balances and usage
- Small business owners setting up a simple time off process
How to fill out PTO Request Form
- 1Enter the employee name, title, and department.
- 2Select the type of leave being requested.
- 3Enter the first and last dates of the requested time off.
- 4State the total number of days or hours requested.
- 5Note the current leave balance if your company tracks it.
- 6Add any comments, such as partial days or coverage plans.
- 7Have the employee sign and date the request.
- 8Have the manager approve or decline and sign the form.
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Frequently asked questions
How much notice should I give for a PTO request?
Notice periods vary by employer, with many asking for a couple of weeks for planned vacation. Check your company policy and submit the request early so your manager has time to arrange coverage.
What is the difference between PTO, vacation, and sick leave?
Some employers combine all paid time off into a single PTO bank, while others keep vacation and sick leave separate. The form lets you select the leave type so it is tracked correctly under your policy.
Can my employer decline a PTO request?
Employers can often decline or reschedule requests based on staffing needs, unless a specific leave is protected by law. The approval section of the form records the decision.
Can I rely on this PTO form template?
This is a general template and leave laws vary by state, so confirm your local requirements and your company policy before you rely on it.