About this template
Managing employee time off doesn't have to involve endless email threads and lost calendar invites. This Employee Vacation Request Form template streamlines how staff submit and managers review planned absences. By centralizing requests, HR teams and department managers can easily track coverage, monitor vacation balances, and ensure adequate staffing levels year-round.
Designed for modern workplaces, the form captures essential details upfront, including employee name, department, vacation type, start and end dates, and any necessary handover notes or travel estimates. Employees benefit from a quick, straightforward submission process, while managers receive clean, standardized data ready for review.
With Doc2Form, you can instantly turn this layout into a live Google Form, making it simple to collect responses, automatically record submissions in Google Sheets, and coordinate team schedules without administrative friction.
Key features
- Standardize time-off submissions and reduce scheduling conflicts
- Collect start and end dates along with vacation type in one step
- Automatically sync all requests to a Google Sheets spreadsheet
- Quickly review and approve or deny planned leaves
- Fully customizable to match your company's leave policies
Use cases
- Annual paid time off (PTO) scheduling for growing teams
- Tracking remote work and extended holiday leaves
- Coordinating departmental coverage during peak summer seasons
- Submitting formal leave applications for HR record-keeping
What this form collects
- Full Name (Short answer)Enter your first and last name.
- Employment Type (Dropdown)Select your current employment classification.
- Department (Dropdown)Select the department you currently work in.
- Job Title (Short answer)Enter your current job title.
- Vacation Type (Multiple choice)Choose the category of leave you are requesting.
- Vacation Start Date (Date)Select the first day you will be away from work.
- Vacation End Date (Date)Select your last day of leave (return to work date).
- Supporting Documentation (Paragraph)Please paste a link to any supporting documents (doctor's note, travel approval, etc.) or describe them here.
- Estimated Travel Expenses ($) (Short answer)If requesting company-reimbursable travel or training leave, enter the estimated total cost.
FAQ
How do I share this vacation request form with my team?
Once Doc2Form generates your Google Form, you can share the direct link via email, Slack, or embed it on your internal company intranet.
Can I track the responses in a spreadsheet?
Yes! Google Forms automatically links all submissions to a Google Sheets spreadsheet, making it easy to sort and filter requests by date or department.
Can I add custom fields like specific project handovers?
Absolutely. You can easily edit the generated Google Form to add custom text boxes, checkboxes, or file upload prompts for project coverage details.
Is this template free to use?
Yes, this template is completely free to convert and use via Doc2Form and Google Forms.
Who should review the submitted vacation requests?
Typically, direct managers or HR professionals review the responses to ensure team bandwidth remains stable before granting approval.
Get this form in your Google Drive
Save a copy to your Google Drive with one click (uses 1 credit). Or build from a PDF or description in the app.