back

8 Key Components of a Time Off Request Form [Bonus: Software]

 

If you are having trouble managing time off requests, this is the article for you. Our detailed guide describes various aspects of vacation management, including:

  • What Is a Time Off Request Form?
  • Importance of Time Off
  • Best Practices to Ensure Fairness When Managing Time Off Requests
  • Key Components to Include in a Time Off Request Form
  • Sample Time Off Request Form

 

 

Part 1
What Is a Time Off Request Form?

A time off request form is a comprehensive business document that helps employers monitor workforce leave applications. By meticulously outlining the details of the request, this incredible template improves your visibility into your workforce. Boasting of an extensive database, a time off request form helps determine how a specific vacation approval or denial will affect the interest of your venture in terms of manpower fluctuation.

A time off request form is an invaluable decision-making tool when evaluating the feasibility of your employee’s vacation leave. This document helps keep things organized, thus ensuring consistent workflows and output.

ProsperForms – time off request software. Get Started Now

Part 2
Importance of Time Off

After months of intense schedules and deadlines, your employees deserve a rest. Because a healthy workforce is one of the key ingredients of success, futuristic business ventures appreciate the value of vacations.

Modern human resources departments have embraced the concept of granting their employees paid holidays. But creating the relationship between vacation and productivity may be challenging, especially if you have just entered the commerce arena. To contextualize this acquired HR idea, here are some of the benefits of granting your employees a vacation.

  • Provides an excellent opportunity for workers to recharge, thus improving productivity
  • Taking time off is considered the ultimate brain therapy, which significantly improves your employees’ mental focus
  • Helps balance work and private life, therefore helping individuals form relationships outside the workplace and reflect on their personal objectives
  • During time off, employees can relax both their bodies and minds, consequently boosting their morale at work

Part 3
Best Practices to Ensure Fairness When Managing Time Off Requests

1. Formulate Definite Time Off Request Guidelines

To develop a first-class time off management system, transparency is imperative. Achieving this requires your employees to precisely understand the time off request rules. Doing this communicates a sense of respect for your employees and their time.

A typical time off request guideline should include components like:

ProsperForms — receive reports from your team members on autopilot. 100+ forms available: reports, logbooks, requests, etc. or build your own. View and manage data on Timeline and Dashboard screens, generate consolidated PDF reports. Get Started

  • Ideal procedure on how to submit applications
  • Best time to submit time off requests (during special events)
  • How far from the day of a request should they wait to receive feedback?
  • How frequently can time off requests be applied?
  • Special concerns that qualify time off

2. Develop an Exclusive Overlapping Request Policy

Particularly around the holiday season, overlapping time off requests are inevitable. This is a major setback that can breed misunderstandings between employees.

Developing an exclusive overlapping time off request policy will help you mitigate the friction. Common rules to consider include:

  • First come, first served rule
  • The urgency of the request
  • The position of the employee
  • The flexibility of the employee

Other Best Practices Include:

  • Focus on providing an effortless submission procedure.
  • Consider archiving time off request forms in a safe, easy to access location.
  • Upon approval of time off requests, give your employees an opportunity to choose their replacements.

ProsperForms – time off request management software. Get Started Now

Part 4
Key Components to Include in a Time Off Request Form

To effectively manage time off requests in your company, a comprehensive and exceptionally organized time off request form is imperative. Regardless of the size of your business, you need a standardized form that will benefit your entire workforce.

Here are some of the most essential ingredients of a time off request form:

  • Details of the employee (name, department and position)
  • Period/date/day when the application was made
  • A simple logbook to highlight the number of vacation days an employee is requesting
  • Exact circumstances leading to the vacation request (include a blank text section)
  • Signatures of employee and his or her supervisor
  • Approval or denial checkboxes
  • A brief explanation in case of denial (include a blank text section)
  • Date of denial or approval

Part 5
Sample Time Off Request Form

A perfect time off request template should provide you with all the information needed for an informed decision. Although creating this document is relatively easy, benchmarking from our sample time off request form below will make the whole process much easier.

ProsperForms — receive reports from your team members on autopilot. 100+ forms available: reports, logbooks, requests, etc. or build your own. View and manage data on Timeline and Dashboard screens, generate consolidated PDF reports. Get Started

employee time off request form

ProsperForms – time off request software. Get Started Now

time off request

Edit and use this template

 

travel request

Edit and use this template

 

vacation request

Edit and use this template

 

ProsperForms — receive reports from your team members on autopilot. 100+ forms available: reports, logbooks, requests, etc. or build your own. View and manage data on Timeline and Dashboard screens, generate consolidated PDF reports. Get Started

travel reimbursement request

Edit and use this template

 

simple order

Edit and use this template

 

ProsperForms – time off request software. Get Started Now

Part 4

ProsperForms is a cloud solution to dramatically reduce the time you spend creating reports

  1. Make reporting easier with auto-fill: Fields such as date, name, report type, and formatting are inserted automatically by software.
  2. Consolidate reports automatically: Reports created by your team members can be consolidated easily.
  3. Save time with auto-layout: No need to spend hours in Word or Excel perfecting the report’s layout because it exports your updates into a beautifully crafted file with a couple of clicks.
  4. Peace of mind with auto-reminders: No one forgets to submit their reports because ProsperForms automatically sends timely reminders according to the schedule you chose.
  5. Decrease time and effort spent on monthly, quarterly, and yearly reporting thanks to powerful filtering and export features.
  6. Quick sharing: Reports can be either - exported to files and printed, or sent by email; - shared with the manager online (in real time); - optionally shared online as team-wide status reports, i.e., all team members share their progress with each other to spend less time on meetings.

How to configure reports on ProsperForms:

Step 1:
  • Choose a form (100+ forms available) — customize our preset forms or easily create a new form in minutes.
  • Setup reminders if you want your team members to receive automatic reminders when their reports are due.
  • Configure who will submit reports by choosing the “Participants” tab.
Step 2: Click the "Open Submission Form" button to fill in and submit the report. Data such as the report type, date and name will be added automatically. As soon as a new report is added, participants with “View” rights can view it in real time.

Step 3 (Optional): Generate a report and export it to PDF. (Skip this step if you share status reports online and don’t print them.)

Click “Generate Report”.

Done!  

Get Started Now