What is a time off request?

A time off or vacation request is a formal way for an employee to ask for time off work. This could vary from holidays to medical leave or even jury duty or a sabbatical.

When should you request vacation time?

This will depend on your organization’s culture and policies. It’s best to discuss this with your manager and give as much notice as possible.

What is an email template for requesting time off?

Keep in mind that using a form like the one in our HR Requests Template would save some time. However, if you need to send an email, it should address your supervisor and explain that you want to take X dates off for X reason. You should also offer to discuss the matter in person and address if there is any relevant work occurring during your absence and how it will be handled or covered.

Custom vacation request form template

Make it easy for your employees to submit leave requests for vacation time with our HR Request Template. This customizable template helps HR professionals gather all relevant information related to vacation, sick leave, and other request so they can swiftly approve or deny them.

Use template

Integrate with your favorite tools

Benefits of using employee vacation request forms

monday.com’s HR Request Template has the flexibility to work as any kind of time off request form. You can customize the questions asked in the form and continue from there with other time-saving features for the HR teams managing the requests. Here are just a few examples:

Groups

Organize the approval process

Use groups and statuses to sort requests by their stage to avoid double work and to understand at a glance where different vacation request forms stand. You can also use groups to arrange requests by the date they were submitted or when the submitted absence from work will occur.

Automations

Move requests along

Avoid lost emails and time wasted checking on requests — on both your employees’ side and your HR teams’. Set up automated notifications for when a new vacation request is submitted and activate subsequent messages to employees that are sent as soon as a status is changed by HR.

Assignments

Delegate requests with a click

Empower your team or managers to assign owners for each request to divide work accordingly and prevent confusion. Better yet, use an automation that automatically assigns requests with a certain priority or type of status to specific team members.

Professional employee vacation request form key features

Maintain an efficient system for processing employee vacation requests without the headache of rigid structures or having to start completely from scratch. Use our editable template to create a custom and streamlined method for your organization..

monday WorkForms Start with the fields on our form and get as specific as you want in both content and order — ask for employee personal details, length of vacation request, relevant files, and any other information your team might need to make an approval.

Status Columns On your holiday request form, you can use status columns to organize the most important information, reduce time spent writing requests for employees, and use them to sort requests efficiently. Custom labels and color also improve the tailored experience for teams.

Easy Excel import & export If you already manage your time off requests via Google Forms or Excel sheets, you can easily import this data into the monday.com platform so you can start managing your manual requests better. Need to share an Excel report of the requests? You can also export data from your template.

Take the guesswork out of
employee vacation request management

Opt for a simpler way to track time off requests that can make a big impact with monday.com’s HR Request Template. Integrate with your favorite tools like Gmail, Zoom, and Excel for a smooth transition.

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Frequently Asked Questions

Questions?

What is a time off request?
A time off or vacation request is a formal way for an employee to ask for time off work. This could vary from holidays to medical leave or even jury duty or a sabbatical.
When should you request vacation time?
This will depend on your organization’s culture and policies. It’s best to discuss this with your manager and give as much notice as possible.
What is an email template for requesting time off?
Keep in mind that using a form like the one in our HR Requests Template would save some time. However, if you need to send an email, it should address your supervisor and explain that you want to take X dates off for X reason. You should also offer to discuss the matter in person and address if there is any relevant work occurring during your absence and how it will be handled or covered.