Templates
Leave Request – & workplace-ready free
Free vacation request template for Excel and Google Sheets. Leave request fields for employees and manager approval tracking. Download now.
- 100% free
- Workplace-ready
- Excel & Google Sheets
What is a leave request template and what types are there?
A leave request template is a ready-made form to ask your employer for time off. It captures name, department, dates, leave type, and remaining balance so HR can approve and plan cover. Formats include Excel, Word, or PDF depending on company policy.
Common types of leave:
- PTO / vacation (US): Paid time off under your handbook—often one pool or split vacation and sick.
- Annual leave (UK): Statutory and any extra contractual days; usually requested in working days.
- Sick leave: Short-term illness; documentation rules vary (US state laws, UK fit notes after seven days).
- Parental leave: Not the same as vacation—US FMLA (unpaid job-protected leave for eligible employees) and UK maternity/paternity/shared parental leave have separate processes. For a written notice template, use our Parental Leave Request Template.
- Unpaid leave: When paid entitlement is used up or for personal leave without pay.
The Ordio template works in Excel and can calculate working days between start and end dates. For larger teams, Ordio Absences handles requests, approvals, and balance updates in one place.
Suitable for hospitality, retail, care, and trades—submit by email, portal, or print. You can export Excel to PDF if your employer prefers a fixed layout.
Operating in Germany? Many German employers still expect a written annual-leave request form with fields required under the Federal Leave Act (BUrlG)—add those lines if your workforce is in Germany.
Example formal email for a leave request
A formal email for a leave request should be polite, specific, and complete: subject line, dates, type of leave, cover arrangement, and a clear ask for approval. Email can supplement a signed form where your policy requires both.
Three example emails:
Example 1: Standard PTO / annual leave
Subject: Leave request - [start date] to [end date]
Text:
Dear [Manager name],
I would like to request paid leave from [start date] to [end date] ([number] working days).
I have sufficient balance remaining. [Colleague name] has agreed to cover urgent tasks.
Please let me know if you approve.
Kind regards
[Your name]
Example 2: Short-notice request
Subject: Urgent leave request - [date]
Text:
Hi [Manager name],
I need to take leave on [date] due to [brief reason if appropriate]. I still have PTO/annual leave available and [colleague] can cover my shift.
Thank you for considering this at short notice.
Best regards
[Your name]
Example 3: Longer block of leave
Subject: Leave request - [start] to [end] ([number] working days)
Text:
Dear [Manager name],
I am requesting leave from [start date] to [end date] ([number] working days in total).
Handover is arranged with [colleague]. I will check email occasionally if needed.
Could you confirm approval when convenient?
Kind regards
[Your name]
Keep written confirmation of approval. Attach the completed Ordio form if HR needs a file copy. With Ordio Absences, employees submit in-app and receive status updates automatically.
Match tone to your culture ("Dear" vs. "Hi") but always include dates, day count, balance if relevant, and cover.
Why is a correct leave request important?
A complete leave request protects employees and employers: clear dates, leave type, and approval trail reduce payroll mistakes and scheduling conflicts.
For employees:
- Proof: Approved requests support pay and return-to-work conversations.
- Planning: Early submission improves approval odds for popular weeks.
- Balance clarity: Stating remaining PTO or annual leave avoids overdrawing entitlement.
For employers:
- Staffing: Managers can adjust rotas before the leave starts.
- Compliance: US policies and UK leave law both benefit from documented decisions.
- Fairness: Written records support consistent treatment across the team.
The Ordio template guides required fields and day counts. Ordio Absences stores requests, approvals, and balances digitally.
US vs. UK: US employers follow handbook PTO rules; UK workers have statutory annual leave rights—always use working days where your contract says so, and follow notice periods in your policy.
Fill out your leave request correctly: step-by-step
How to complete your leave request correctly:
- Personal details: Full name, department, role, and employee ID if your company uses one.
- Dates: Enter start and end dates. The template can count working days—confirm whether weekends and public holidays count per your US policy or UK contract.
- Leave type: Select PTO, annual leave, sick, unpaid, or other category your employer recognises.
- Balance: Note remaining days from your last payslip or HR system before requesting.
- Cover: Name who handles tasks or clients while you are away.
- Sign and date: Add signature (wet or electronic if accepted) and submission date.
- Submit early: Follow handbook notice (often two weeks or more for peak periods; UK employers may specify how leave is booked).
Common mistakes: missing signature, wrong date format, no cover name, or confusing calendar days with working days. The Ordio template reduces these with labelled fields and formulas. Ordio Absences pre-fills balances where configured.
Tips for submitting and approving a leave request
Submission and approval work best with lead time, full information, and realistic cover.
When to submit
Submit at least two to four weeks ahead for standard vacation unless policy says otherwise. Peak periods (summer, Christmas, US holiday weekends) may need three months’ notice in the handbook. For urgent sick leave, notify as soon as possible per policy.
After you submit
Managers should respond in writing (email or system notification). Verbal "OK" alone is risky for payroll. If declined, ask for alternative dates—US employers manage by policy; UK employers must allow statutory leave to be taken but may control timing with notice.
Reasons to decline or defer can include:
- Too many colleagues already off—use a leave planner template to spot overlaps early
- Critical project or peak trading dates
- Insufficient balance or missing cover—align with employee scheduling before approving
Tips for approval
- Submit early for school holidays and public holiday weeks.
- Agree cover before you send the form.
- Avoid blackout periods listed in the employee handbook.
- Offer alternative weeks if the first choice is busy.
Ordio Absences shows team calendars, speeds approval, and updates balances automatically.
Submit a leave request correctly: form, deadlines, and legal basics
| Leave type | Typical notice | Notes |
|---|---|---|
| Peak vacation (US/UK) | 1-3 months | Handbook or rota planning |
| Standard PTO / annual leave | 2-4 weeks | Allows cover planning |
| Short notice | As soon as possible | Discuss with manager first |
| FMLA / parental (US) | Per federal/eligibility rules | Separate from PTO paperwork |
United States
No federal minimum paid vacation; follow your PTO policy for accrual, carry-over, and blackout dates. FMLA provides unpaid, job-protected leave for qualifying medical and family reasons—use the official process, not only a vacation form. State paid-sick laws may require additional documentation.
United Kingdom
Workers are entitled to 5.6 weeks’ paid annual leave (pro-rated for part-time). Employers can set booking rules in contract and require notice (often at least twice the length of leave requested). Pay must be calculated per HMRC rules on holiday pay.
The Ordio leave request template supports US and UK fields and day calculations. For multi-site teams, digital workflow keeps one audit trail. Learn more in our guidance on planning time off responsibly with your manager and HR.
Manage leave digitally with Ordio
Automatic balances and approvals save time
Automatic leave calculation
Track entitlements without manual spreadsheets
Digital approvals
Submit and approve leave requests online — no paperwork
Overview for everyone
Staff see balances; managers approve in one click
Linked to scheduling
Approved leave updates shift plans automatically
With Ordio:
See how Ordio digitizes leave management
See digital approvals simplify your workflow · No obligation · 15 minutes
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Frequently asked questions about Leave Request – free & workplace-ready
How to write a holiday request?
Fill out a leave request template: name, department, dates, leave type, and working days requested. The Ordio template calculates days automatically. Submit signed copy to your manager—ideally several weeks ahead. US employees often coordinate with employer PTO policy; UK employees rely on statutory annual leave under the Working Time Regulations and contract terms.
How to write a sample for a holiday application?
Include name, department, role, leave dates, leave type, days requested, and remaining balance. Sign and date the form. US teams should note any FMLA or state leave if applicable; UK teams should reference statutory annual leave entitlement and employer notice rules. The Ordio template includes these fields with automatic day counts.
In which period must a request for leave be approved?
Employers usually respond within days or weeks even when law allows longer. Get written approval before booking travel. UK employers must not unreasonably refuse statutory annual leave; US employers follow policy and FMLA where it applies. If you hear nothing after two to three weeks, follow up in writing.
How can I fill out a holiday request?
Enter personal data, leave dates, type of leave, remaining balance, and cover arrangements. Add signature and date. The Ordio template calculates working days between start and end. Apply early—common practice is four to six weeks before busy periods in the US and UK.
How to write a sample e-mail for a holiday application?
Use a clear subject with dates, state days requested and remaining balance, name your cover person, and ask for written confirmation. Keep it to five to seven sentences. Email is fine to start; many US and UK employers still want a signed form on file. The Ordio template includes sample wording.
In which period must a request for leave be processed?
Process timelines depend on contract and law. Reply promptly so people can plan. UK statutory annual leave requests should be decided without undue delay; US employers often follow handbook deadlines. Silence is risky for both sides—confirm approval in writing.
Write a holiday request right?
A correct request lists dates, working days, leave type, balance, cover, signature, and date. Submit before your employer's notice period. The Ordio template covers US PTO and UK annual leave documentation in one layout—adjust labels to your policy.
How can I complete a proposal for a holiday application?
Download the Excel template, complete all fields, and check calculated days. Sign and send to HR or your manager. Ideal timing is four to six weeks before leave in many US and UK businesses.
How to write for a holiday request?
Use a polite, structured letter or form: who, which dates, how many days, who covers, and a clear approval request. Match tone to company culture. The Ordio template supplies all standard fields for US and UK leave requests.
When can the employer refuse a request for leave?
Refusal must be reasonable. UK employers may refuse statutory annual leave only for sound operational reasons and should suggest alternative dates. US employers refuse PTO under policy unless FMLA or similar leave applies. Document reasons and offer other dates when possible.
How many days do I have?
UK full-time workers typically receive at least 28 days statutory annual leave including bank holidays (pro-rated for part-time). US vacation is usually contractual—there is no federal minimum PTO like UK statutory leave, but FMLA provides unpaid protected leave for qualifying events. Check your contract and handbook; the Ordio template tracks balances you enter.
Do I have to submit the request for leave in writing?
Written requests are best practice in the US and UK so dates and approval are clear. Use a signed form, PDF, or employer HR system. The Ordio leave request template is designed for documented annual leave and PTO—confirm e-signature rules with HR.