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
The layout is fixed at a size that fits both A4 and US Letter, so the A4 and Letter files are visually identical and print at full size on either. Rows are set at a height that an adult can actually write a date and a few words into with a pen — most printable tables are built in a word processor and never tested with one.
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
One new sheet, most weeks
We are building this library out steadily. Leave an address and we will send the new sheets as they are finished — nothing else, and no more than one email a week.
Sign-up is not live yet — we have not connected an email provider, so this form is switched off rather than quietly collecting addresses.