A clear PTO request keeps leave planning organised and transparent for both employees and managers.
Template overview
It captures who is requesting, the dates and type of leave, coverage notes and an approval record. It does not define entitlements — those come from your policy.
When to use it
- An employee wants to request time off in a consistent format.
- Managers need a simple record of requests and approvals.
- You want clear coverage notes before approving leave.
Key elements
- Employee name and team
- Leave type and dates (from / to, total days)
- Coverage or handover notes
- Manager decision and date
- Reference to the applicable leave policy
Best practices
- Request reasonably in advance where possible.
- Include coverage notes to speed approval.
- Record the decision and date for transparency.
- Check balances against your policy and any statutory rules.
Printable template
Copy the block below and replace every [bracketed] placeholder. It is intentionally neutral so you can adapt it to your organisation and jurisdiction.
PTO request
Employee: [name] Team: [team]
Leave type: [annual / sick / unpaid / other]
Dates: [from] → [to] Total: [days]
Coverage / handover: [who covers what, or "n/a"]
Notes: [optional]
Employee signature: __________ Date: ______
— Manager use —
Decision: [ ] Approved [ ] Declined [ ] Needs discussion
Manager: [name] Date: ______
Comments: ________________________________
For informational purposes only. This is an educational template, not legal advice and not a contract. HR and employment laws vary by jurisdiction, industry and contract. Adapt the wording to your situation and have qualified HR or legal professionals review it before use.