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Free Leave Request Form Template — Fill Out & Download Instantly

Free — No Sign-Up RequiredPDF & WordUpdated April 11, 2026

A leave request form is an official HR document used by employees to formally request time off from work. It captures the type of leave requested (vacation, sick leave, personal leave, bereavement, parental leave, or unpaid leave), the dates and total number of days requested, the reason for the leave, and any coverage arrangements made during the absence.

⚠️ Legal Disclaimer: This template is attorney-reviewed and built to US legal standards. It does not substitute for professional legal advice. For complex situations, we recommend consulting a licensed attorney.

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MM/DD/YYYY
MM/DD/YYYY

Medical details are confidential and not required. Brief description is sufficient.

Describe how your work responsibilities will be managed while you are away

MM/DD/YYYY

What Is a Leave Request Form?

A leave request form is an official HR document used by employees to formally request time off from work. It captures the type of leave requested (vacation, sick leave, personal leave, bereavement, parental leave, or unpaid leave), the dates and total number of days requested, the reason for the leave, and any coverage arrangements made during the absence. Using a standardized leave request form helps HR departments track paid time off (PTO) balances, ensure adequate staffing coverage, and maintain proper documentation for compliance with the Family and Medical Leave Act (FMLA), state leave laws, and company policies..

When Do You Need It?

Employees should submit a leave request form before taking planned time off — typically 2–4 weeks in advance for vacation and personal leave. For unplanned sick leave, a form should be submitted upon return or as soon as practicable. FMLA leave requests should be submitted at least 30 days in advance when the need is foreseeable.

What's Included in This Template

  • Employee name, ID, and department
  • Supervisor name
  • Leave type selection (vacation, sick, personal, bereavement, maternity/paternity, unpaid)
  • Leave start and end dates
  • Total days requested
  • Reason for leave
  • Coverage arrangements during absence
  • Request date and employee signature line
  • Supervisor approval/denial section

How to Fill It Out

1
Enter Employee Information — Fill in your full name, employee ID (if applicable), department, and your direct supervisor's name. This identifies who is making the request.
2
Select Leave Type — Choose the category that best describes your leave: vacation, sick leave, personal, bereavement, maternity/paternity, or unpaid leave. This determines which PTO balance will be debited.
3
Enter Dates and Days — Enter the first and last date of your requested leave and the total number of working days being requested. Exclude weekends and holidays from the count.
4
Provide Reason and Coverage — Briefly explain the reason for your leave (medical reasons may be kept confidential for HIPAA/privacy purposes). Describe how your responsibilities will be covered in your absence.
5
Submit to Supervisor — Download and sign the form, then submit to your supervisor or HR department per your company's leave policy. Keep a copy for your own records.

Legal Requirements & Notes

Employee leave is governed by a combination of federal law, state law, and company policy. Key considerations:

  • FMLA: The Family and Medical Leave Act (29 U.S.C. § 2601 et seq.) requires covered employers (50+ employees) to provide eligible employees up to 12 weeks of unpaid, job-protected leave for qualifying reasons. Employees must provide 30 days advance notice when leave is foreseeable.
  • State Leave Laws: Many states have leave laws that exceed FMLA protections: California (CFRA), New York (NYPFL), Washington (PFML), and others provide paid family and medical leave. Check your state's labor department for specific requirements.
  • ADA Accommodation: For disability-related leave, the Americans with Disabilities Act (ADA) may require employers to provide additional unpaid leave as a reasonable accommodation, beyond FMLA entitlements.
  • Retaliation Prohibition: Federal and state laws prohibit retaliation against employees for taking legally protected leave. Employers should not discipline, demote, or terminate employees for exercising leave rights.
  • Documentation: Employers should retain leave request forms for the duration of employment plus 3–7 years depending on state requirements. FMLA documentation must be retained for at least 3 years.

    • Frequently Asked Questions

    For planned leave (vacation, personal), submit your request at least 2–4 weeks in advance per your company's policy. For FMLA leave, federal law requires 30 days advance notice when the need is foreseeable. For emergency or unplanned sick leave, notify your supervisor as soon as possible and submit the form upon return.

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    Free Leave Request Form Template (2026) | FormDraft | FormDraft