Free Plain Paid Time Off Request Form in Excel

Managing employee leave requests can be a challenging task for employers, and requesting time off can sometimes be a daunting process for employees, but it shouldn't have to be. Our Free Plain Paid Time Off Request Form in Excel is designed to simplify this process for both parties. This PTO request form ensures that all necessary information is collected and documented efficiently, making it easier for employers to manage leave requests and for employees to formally request time off. Whether you're an employer looking to streamline your leave management process or an employee seeking a clear and organized way to communicate your leave plans, this request time off form is the perfect tool for you.

What is a PTO Request Form?

A Paid Time Off (PTO) Request Form is a document used by employees to formally request time off from work. It helps ensure that all necessary information is collected and documented, making it easier for employers to manage leave requests and for employees to communicate their leave plans.

This PTO request form is designed with user-friendly features to enhance the leave request process. The form includes color-coded status indicators for easy reference: green for approved requests, red for denied requests, and orange for pending requests. Additionally, it features automatic calculation of the total number of days based on the specified start and end dates, ensuring accuracy and saving time for both employees and managers. The number of days calculated is particularly for the typical working days only, covering the days from Monday to Friday. If your working schedule doesn't fall on the weekdays, we recommend you to use our more generic employee leave form template.

Benefits of Using a Time Off Request Form:

• For Employers: Simplifies the leave management process, reduces paperwork, and ensures all leave requests are properly documented.
• For Employees: Provides a clear and formal way to request time off, helping to avoid misunderstandings and ensuring that leave requests are handled efficiently.

Available Sections in this PTO Form Template:

This PTO request template includes several sections to ensure all necessary information is captured accurately.

Employee Information (For Employees):

This section requires the employee to provide their full name, unique employee identification number, department, manager or supervisor's name, and the date the request is being submitted.

Duration of Time Off (For Employees):

In this section, the employee needs to specify the start and end dates of their requested time off. The total number of days requested will be automatically calculated based on these dates.

Reason for Time Off (For Employees):

Here, the employee selects the type of leave from a dropdown menu (e.g., vacation, sick leave, personal leave). If "Other" is selected, the employee must specify the type of leave in the provided field.

Employee Comments (For Employees):

This section allows the employee to provide any additional comments or information related to their leave request.

Employee Signature (For Employees):

The employee must sign this section to confirm their request.

Manager's Review (For Managers):

In this section, the manager selects the status of the request from a dropdown menu (Pending, Approved, Denied). The cell will be highlighted based on the selection (green for approved, yellow for pending, red for denied). The manager also needs to enter the date the request was approved or denied, provide any comments or feedback, and sign the form.

How to Customize the Leave Request Form: An Employee's Guide

1. Download the Template: Download the time off request form template in your preferred format. It's downloadable in PDF, Word, or Excel format.

2. Enable Editing: Open the downloaded template in your preferred document editor (e.g., Microsoft Word, Google Docs). Make sure to enable editing if prompted.

3. Fill Out the Form: Fill out all the needed information for your leave request.

   • Employee Information: Enter your name, employee number, department, manager/supervisor, and the date of request.

   • Duration of Time Off: Specify the start date, end date, and the total days requested. The total days requested will be automatically calculated based on the start and end dates.

   • Reason for Time Off: Select the type of leave from the dropdown menu. If you select "Other," specify the type of leave in the provided field.

   • Employee Comments: Add any additional comments or information related to your leave request.

   • Employee Signature: Sign the form to confirm your request.

4. Save the Form: Save the completed form in a format that is easily accessible and shareable, such as PDF or Word document. This ensures that the form can be opened and reviewed by the recipient without any issues.

5. Send or Submit the Form: Send the completed form to your manager or HR department for approval. Depending on your organization's preferred method of communication, you can send the form via email, internal messaging system, or any other designated platform.

6. Follow Up: After sending the form, it is a good practice to follow up with your manager or HR department to confirm receipt and inquire about the status of your request. This helps ensure that your request is being processed and you receive timely feedback.

7. Await Confirmation and Approval: Once your request is reviewed, you will receive a confirmation of the approved leave. If there are any issues or additional information needed, your manager or HR department will reach out to you for clarification.

Get this downloadable template now and make your leave request process a breeze! With its easy-to-use design and detailed sections, this form makes sure you provide all the necessary information quickly and accurately. Say goodbye to the hassle of requesting time off and enjoy a more organized way to let your boss know about your leave plans.

Recommended Read:

For a deeper understanding of Paid Time Off (PTO) and how to manage it effectively, we highly recommend reading this comprehensive guide to PTO. This guide offers valuable insights and practical tips for both employees and employers.

Employees can benefit from the PTO tips for employees section, which provides strategies to navigate the PTO benefit smoothly. Employers will find the employers' guide section particularly useful for implementing and planning effective PTO policies.

Explore these resources to enhance your understanding and make the most of your PTO benefits.