Templates
Holiday Request Form Template – free for Word, PDF and Excel free & workplace-ready
Free · Version 2026.10
Request leave in writing, with days taken, remaining balance and approval on one sheet. The free vacation request template works in Excel, Google Sheets, Word and as a fillable PDF and covers the United Kingdom, Ireland and the United States.
- 100% free
- Workplace-ready
- Excel & Google Sheets
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Submit and approve leave requests online, no paperwork
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Approved leave updates shift plans automatically
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Frequently asked questions about Vacation request template
How much notice do I need to give for annual leave in the UK?
If your contract says nothing, give notice of at least twice the length of the leave, for example 10 days’ notice for a week off. Your employer can refuse with notice equal to the length of the leave (Working Time Regulations 1998, reg. 15). (Source: [legislation.gov.uk](https://www.legislation.gov.uk/uksi/1998/1833/regulation/15))
Can my employer refuse a holiday request?
Yes. In the UK they can refuse with notice at least as long as the leave requested, but they must still let you take your 5.6 weeks’ statutory leave in the leave year. In Ireland the employer decides when leave is taken after consulting you and must consider your family responsibilities (Organisation of Working Time Act 1997, s. 20). (Source: [irishstatutebook.ie](https://www.irishstatutebook.ie/eli/1997/act/20/section/20))
What is a holiday request form 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 the holiday request form template free, and does it work in Excel and Google Sheets?
Yes. You download it free of charge after a short form and get an Excel file (.xlsx, Excel 2016 or Microsoft 365) and a Google Sheets copy, plus a fillable PDF and a Word document. Excel and Sheets contain the same 6 sheets: Instructions, Leave request, Bank holidays, Checks, Legal basis, Ordio.
Which countries does the template cover?
The template covers the United Kingdom, Ireland and the United States. The country notes in the file set out the rules for each: United Kingdom: Default: 5.6 weeks = 28 days for a 5-day week, which may include the 8 bank holidays (Working Time Regulations 1998, regs 13/13A). Ireland: 4 working weeks = 20 days for a 5-day week (or 8% of hours worked); leave year April–March; 10 public holidays (OWTA 1997 s. 19, 21). United States: no federal paid-leave entitlement – follow your policy and state law (e.g. paid sick leave rules); federal holidays are not mandatory for private employers.
What does the template check automatically?
The “Checks” sheet shows ✔ or ⚠ for: Last day is not before first day; At least 1 working day requested; Balance after request not negative; Notice given (at least twice the length of leave, WTR reg. 15); Decision recorded; Reason recorded if refused; Bank holidays.