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These free time off request form templates give you 11 fillable Word documents: US vacation and PTO request forms on US Letter, UK annual leave and holiday request forms on A4, a half-day request, a leave application form for India and a leave tracker. I’m Patrick Elliott, a teacher and Inclusion Lead. I have filled in plenty of leave requests in schools, so I built these with UK, US and Indian wording, locked labels and boxes that are quick to fill in on screen.

In this guide, you’ll find which leave form suits your workplace, what a good request includes, and how staff and managers fill it in.

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What’s in the Time Off Request Form Templates

Paper	Version	Best for
A4	Annual Leave Request	Dates, leave balance, cover and manager approval
A4	Holiday Request	A simple one–page request
A4	Leave Request	Ten types of leave to tick, with a reason
A4	Half-Day Leave Request	Half days and hours, six dates on one form
A4	Leave Application (India)	CL, EL, SL and LOP, with office use
A4	Annual Leave Record	Every day off through the leave year
US Letter	Time Off Request	Dates, PTO balance, coverage and supervisor approval
US Letter	Vacation Request	A simple one–page vacation request
US Letter	PTO Request	Ten types of time off to check, with a reason
US Letter	Half-Day Time Off Request	Half days and hours, six dates on one form
US Letter	PTO Tracker	Every day off through the year

👉 Every answer is a click-and-type box, with date pickers, drop-down lists and check boxes, and the labels are locked so the form stays neat.

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What Is a Time Off Request Form?

A time off request form is how an employee asks for leave in writing: the dates, the type of leave and how their work will be covered. The manager approves or declines it on the same form, so both sides have a clear record and the leave balance stays accurate. In the US it is often called a vacation or PTO request form; in the UK and Australia, an annual leave or holiday request form.

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Which Leave Form Should You Use?

• Time off request or annual leave request: dates, type of leave, leave balance, cover and manager approval on one page.
• Vacation or holiday request: a simple one-page form for the dates and a signature.
• PTO or leave request: ten types of leave to tick, such as sick, bereavement or jury duty, with a reason.
• Half-day request: six dates with morning, afternoon or hours, for appointments and short absences.
• Leave application form (India): casual, earned, sick and loss of pay leave, with sanctioning authority.
• PTO tracker or annual leave record: every day off through the year, so the balance is always up to date.

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How to Fill In a Time Off Request Form

1. Fill in your details, then click each date box and pick the days from the calendar.
2. Choose the type of leave from the drop-down list and add the total days or hours.
3. Note who will cover your work, sign, and send it to your manager.
4. The manager chooses approved or declined, adds any comments and signs.

Save each request as a PDF with the employee’s name and dates, and record approved leave on the tracker straight away. Check your employer’s leave policy for how much notice to give: this form is a record, not advice on leave rights.

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How to Print at the Right Size

Print at 100% on plain paper, or fill the form in on screen, save it as a PDF and email it to your manager.

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FAQs

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Conclusion

These time off request forms make asking for and approving leave quick and clear, human-made by a teacher and ready to fill in from Word.

Choose your paper size above, download the ZIP, and to record working hours too, try the timesheet templates.

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