HR template · 12 fields (10 required) · ~3 min for respondents to complete · Free plan · No credit card · Fully customizable
Set up your vacation request form
Request vacation time by sharing your dates.
Ask employees to submit requests well before their first day off and check your coverage calendar before approving. Confirm the decision by email so both sides have a record.
The form separates department, manager or supervisor, first day of vacation, last day of vacation into labeled questions. Review the choices and required fields for your organization before sharing it.
Best practices
Ask employees to submit requests well before their first day off and check your coverage calendar before approving. Confirm the decision by email so both sides have a record.
Customize the department and manager or supervisor questions to match your records and terminology.
Name the team that reviews responses and explain what happens after submission. A requested date, service or approval is not automatically confirmed.
Ask only for information needed for this step. Arrange any sensitive supporting documents through an appropriate private process.
Every field, explained
Employee name (Name, required)
Email address (Email, required)
Department (Short text, required)
Manager or supervisor (Short text, required)
First day of vacation (Date, required)
Last day of vacation (Date, required)
Date returning to work (Date, required)
Total working days requested (Number, required) — Count working days only, not weekends or holidays.
Will you be reachable during your vacation? (Single choice, required)
Who will cover your work? (optional) (Short text)
Handover notes (optional) (Long text)
Confirmation (Multiple choice, required)
Frequently asked questions
What does this vacation request form template collect?
Alongside contact details, it asks for department, manager or supervisor, first day of vacation, last day of vacation, date returning to work, total working days requested, will you be reachable during your vacation?, who will cover your work? (optional), handover notes (optional), confirmation. You can rename questions, change choices and remove fields that your workflow does not need.
How should I use this vacation request form form?
Ask employees to submit requests well before their first day off and check your coverage calendar before approving. Confirm the decision by email so both sides have a record.
Can I edit this form and print a copy?
Yes. Open an editable draft, adjust the questions, and review the preview before publishing. You can also use the template page’s print option. Publishing requires an account; the draft can be tried first.