Leave Request – free & workplace-ready

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.
• 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.

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:

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.

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.

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
• Critical project or peak trading dates
• Insufficient balance or missing cover

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.

To submit leave correctly, follow your employer’s process and the law that applies in your country.

Acceptable form

Requests may be:

• Completed Excel, Word, or PDF form
• Email with all required details
• HRIS or app submission (e.g. Ordio Absences)
• Signed paper form where still required

Confirm whether a signature is mandatory and whether email alone counts as written notice.

Suggested notice periods

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.