Free time off request form template
Book leave in under a minute, with the dates, cover and who to call.
- 8 questions
- Single page
- 1 conditional
- Free, unlimited responses
Opens in your dashboard with the whole form in front of you. Nothing is created until you say so. Keep it, restyle it, or pick a different one.
Updated October 7, 2026
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Ships in Clinic · 26 to choose from
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What this time off request form asks, and why
A leave request that takes about a minute. Employees give their name, the kind of leave and their first and last day away. Choosing 'Something else' opens a short box to explain, so the common cases stay quick. Optional questions ask how many working days that is, who's covering and what they need to know, and whether the person can be contacted in an emergency. Approval happens wherever your team already works. On Pro, a webhook or Zapier step can pass each request into your HR system, or you can review requests in the dashboard and export them to CSV.
- Questions
- 8, 4 required, 1 conditional
- Format
- Single page
- Theme
- Clinic, or any of 26
- Cost
- Free, no response cap
The 8 questions it asks
In order, with their field types and why each one is there. Edit, reorder or delete any of them once it's yours.
- Your nameShort textRequired
Who is asking. Add a work email question if requests come from people who share a name.
- What kind of leave?Multiple choice · Annual leave, Sick leave, Parental leave +2Required
The leave type decides how the request is handled. Edit the options to match your own leave policy.
- What kind, roughly?Short textConditional
Shown only when someone chooses 'Something else', so the common cases stay quick.
- First day awayDateRequired
A date picker for the first day away, which avoids day-and-month mix-ups.
- Last day awayDateRequired
A second date picker for the last day, kept separate so each gets a proper calendar on mobile.
- How many working days is that?NumberOptional
Working days, entered by the person. It saves the approver counting weekends and public holidays.
- Who's covering, and what do they need to know?Long textOptional
Who is covering and what they need to know. The answer that makes an absence painless for the rest of the team.
- Contactable in an emergency?Multiple choice · Yes, No, Only for something urgentOptional
Whether they can be contacted, so nobody has to guess during the leave.
1 question is conditional. It only appears when an earlier answer calls for it, so most people answer 7, not 8.
Built for these jobs, and easy to bend to yours
- Annual leave
- Sick leave
- Parental leave
- Unpaid leave
Ways to adapt it
With a manager email
Add an email question for the approving manager, so whoever processes requests knows who to ask.
Half days
Add a multiple-choice question for full day, morning or afternoon if your policy allows half-day leave.
Sick leave notice
Make a shorter copy for sick leave with the date, expected return and an optional note, for people unwell on the day.
How to get good answers from a time off request form
- 1
Match the leave types to your policy
Use the same names for leave types as your handbook and payroll. Mismatched wording creates questions every time a request arrives.
- 2
Ask for cover arrangements up front
Requiring a plan for cover before approval saves the back-and-forth that usually follows a leave request.
- 3
Decide where requests go
Agree who approves and how before you share the form. A request with no obvious owner sits unanswered.
- 4
Keep a single record
Collect every request through the same form so you have one history to check against allowances at the end of the year.
After you publish
Where the responses go next
Get it in front of the approver
On Pro, a webhook or Zapier step can pass each request to your HR system, where the approver already works.
Keep a leave register
On Pro, send each request to a Google Sheet that doubles as the team's absence calendar.
Export at year end
Export all requests to CSV on any plan to reconcile leave taken against each person's allowance.
Time Off Request Form: common questions
Still deciding?
Seven steps from an empty account to a published form.
Can managers approve requests in the form?
The form collects the request; approval happens where your team already works. On Pro, a webhook or Zapier step can pass each request into that system.
Why are there two date fields?
Each one gets a native date picker on phones, which is quicker and avoids typing errors. One text field for a range would lose that.
Can I add our own leave types?
Yes. Edit the options in 'What kind of leave?' to match your policy, and keep 'Something else' for anything unusual.
Can people attach a doctor's note?
Add a file upload question. Files are up to 5 MB each on the free plan and 10 MB on paid plans.
Is the form free?
Yes, with unlimited requests on the free plan. Notifications and integrations for routing requests are on Pro.
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