Absence Request Form

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What an absence request form is and its purpose

An absence request form captures a worker’s request to be away from work, including the type of absence, the dates and any notes. It moves the request through review and approval in a consistent way.

Its purpose is to give both the worker and the organisation a clear, documented process for planning cover, approving time off and keeping accurate attendance records. It is an administrative tool and does not set out any statutory leave entitlements.

When an absence request form is used

• When a worker plans holiday or annual leave in advance.
• When requesting personal, family or other approved leave.
• When notifying a planned absence that needs cover arranged.
• When recording absence as part of attendance tracking.
• When a recurring or extended absence needs formal approval.

Elements an absence request form should capture

• Worker name, role and team or site.
• Type of absence being requested.
• Start and end dates, and total days or hours.
• A short reason or note, where appropriate.
• Any handover or cover arrangements.
• A space for manager review, decision and date.
• A reference or record number for tracking.

Common mistakes to avoid

• Leaving the absence type unclear so records are hard to categorise.
• Capturing dates without confirming total days or hours.
• Approving requests without checking cover or scheduling impact.
• Failing to record the decision and who made it.
• Storing the form inconsistently so it cannot be found later.

Best practices

• Use one standard form so all requests are captured the same way.
• Confirm cover and scheduling impact before approving.
• Record the decision, date and approver on the form.
• Save approved requests as PDFs and file them against the worker’s record.
• Keep the form aligned with internal policy and confirm entitlements with a qualified adviser.