Annual Leave Record
Keep one page per person showing what leave was requested, approved and actually taken, with the balance visible to both sides.
SR-03 1 page
Staff records · SR-14
Time Off Request Form
A free printable leave request — dates, working days, cover arranged, and the decision with its reason.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Handle leave requests the same way every time, and keep a record of what was decided and why.
Who it is for
Small employers without an HR system, managers, and anyone who currently approves leave by text message.
How to use it
- The employee completes the top half and signs it.
- Record the working days requested, not the calendar days.
- Note who is covering — it is the question that gets asked afterwards.
- Record the decision and the reason, including for approvals.
- File it and update the leave record.
What is on the sheet
One page, top to bottom:
Printed under the title: A request for time off, the answer, and the reason for the answer.
Your policy, recorded consistently. Entitlement, notice periods and what counts as an acceptable reason are set by your own contracts and by employment law where you are. Nothing of that kind is printed here — the form records the request and the decision.
Write-on lines: Employer · Department · Request no. · Date of request
The request
Write-on lines: Name · Job title · Staff number · Type of leave · First day off · Last day off · Back at work on · Working days requested · Reason, if given · Cover arranged with · Handover notes left
Signature strip: Requested by · Signature · Date
The decision
Write-on lines: Approved / declined / part approved · Days granted · Balance remaining
Ruled lines: Reason for the decision
Signature strip: Decided by · Signature · Date
Questions
How much leave is somebody entitled to?
Set by law and by your own contracts, both of which depend on where you are, so no entitlement is printed on this form. It records the request and the decision.
Why record a reason for approving?
Because consistency is what makes a leave policy defensible, and you can only show consistency if you wrote down why.
Related sheets
Staff Rota Sheet
Get a week's cover onto one page where the whole team can see it, so the gaps show up before the week starts.
SR-04 1 page
Absence and Lateness Record
Record days missed and time lost the same way for everybody, factually, without the sheet reaching any conclusion about it.
SR-05 1 page
Also in the resources library
The same subject, with a version you can fill in on screen.
Staff Holiday Planner
What each person is entitled to, taken from their own contract.
BW-481 Planner PDF Excel Online
