Free tools / PTO request form
Free tool · No signup · Nothing is stored

PTO request form

A PTO request form is how you ask your manager for paid time off in writing: the dates, the type of time off, and who covers while you're out. Fill this one in and it counts your working days, then print it, save it as a PDF, or send it as an email or a Slack message.

By Zoe Parker · Updated

Example filled in
You
Time off
5 working days · back Monday, November 16
While you're out
For vacation you usually don't need to give one.
Northwind Studio
Time Off Request Form
Date submittedOctober 3, 2026
Employee
NameAlex Morgan
Team or departmentCustomer Success
ManagerPriya Shah
Time off requested
✕VacationSick dayPersonal dayBereavementParental leaveJury dutyUnpaid time offOther
First day offNovember 9, 2026
Last day offNovember 13, 2026
Working days5
Back at workNovember 16, 2026
Half daysNone
Reason (optional)
While I'm out
Covered byJordan Lee
ReachableEmail, urgent only
Handover notesOpen tickets are tagged "Jordan" in the queue. The Acme renewal call moved to Nov 17.
Employee signature
Date
For the manager
Approved Denied Approved with changes
Comments
Manager signature
Date
PTO balance before (HR)
PTO balance after (HR)
Made with the free PTO request form at spockoffice.comKeep a copy for your records
Skip the form next time

Same request, sent from Slack

With Spock, Alex picks the dates from the Spock Home tab in Slack, and Priya gets a message with Approve and Deny buttons. Nobody prints anything, and everyone can see who's out.

Requests and who's-out lists work on the free plan, for any team size. Approvals and cover people are on Professional.

Add Spock to Slack, free See how it works
Spock APP 9:41 AM
Alex Morgan asked for time off.
Vacation · Mon, Nov 9 – Fri, Nov 13
5 working days
Covered by Jordan Lee
ApproveDeny

How to fill in a PTO request form

It takes about two minutes. The form above starts with an example so you can see a finished request; press Clear form to start your own.

  1. Pick the type of time off and your dates. Choose vacation, a sick day, a personal day or one of the others, then your first and last day off. Use the days you're actually away, not the day you come back.
  2. Check the working-day count. The form skips Saturdays and Sundays unless you tell it to count them. If you're out for only the afternoon of your first day or the morning of your last, mark it as a half day and the count drops by half a day.
  3. Say who covers and what they need to know. Name the person picking up your work and add a line or two of handover notes. Managers say yes faster when they don't have to ask who's handling things.
  4. Send it the way your team works. Print it or save it as a PDF if your company wants a signed form. Otherwise copy it as an email or a Slack message and send it to your manager.

What a time off request form should include

Paper, PDF or message, a good request answers your manager's questions before they ask them:

  • Your name, team and manager. HR files requests by person and team, and the manager's name shows who signed off.
  • The type of time off. Vacation, sick days, bereavement and unpaid time off often come out of different balances.
  • First day, last day, working days and the day you're back. The working-day count is what comes off your balance, and the return date means nobody has to guess.
  • Who covers and whether you're reachable. Your team knows where work goes while you're away and when it's OK to get in touch.
  • Space for the manager's decision. Approved or denied, a signature and a date turn the form into a record you can both point to later. HR can note the balance before and after.
Example PTO request form filled in for a five-day vacation, with manager approval and HR balance boxes

The printable form above has all of this, including the manager's decision boxes and the HR balance lines. Tick "Blank form for the team" to print an empty copy that people fill in by hand.

PTO request email and Slack message examples

Most requests never touch paper. Here's the example request from the form above, written as an email:

Subject: Time off request: Mon, Nov 9 – Fri, Nov 13 (5 days)

Hi Priya,

I'd like to request vacation from Monday, November 9 to Friday, November 13, 2026 (5 working days). I'll be back on Monday, November 16.

Jordan Lee has agreed to cover for me. Open tickets are tagged "Jordan" in the queue. The Acme renewal call moved to Nov 17.

I'll check email for urgent things only.

Could you let me know if that works?

Thanks,
Alex

Use email when your company handles approvals by email or HR wants a written record. Put the dates and the day count in the subject line so the request is easy to find later.

And the same request as a Slack message:

Hi Priya! Could I take vacation from Mon, Nov 9 to Fri, Nov 13? That's 5 working days.
Back Monday, November 16.
Jordan Lee will cover. Notes: Open tickets are tagged "Jordan" in the queue. The Acme renewal call moved to Nov 17.

Use Slack when that's where your manager actually reads things. Keep it short enough to read on a phone, and send it as a direct message, not in a busy channel. The Email and Slack message tabs above write both from your own form, ready to copy.

How far ahead to ask

Your company handbook sets the rules, and they vary a lot. Some teams want two weeks' notice for anything longer than a day; others just ask you to give as much notice as you can. For a full week off, asking a few weeks ahead is common, and the earlier you ask, the easier it is to arrange cover and get the dates you want.

Busy seasons change the math. If your team has a crunch, like the end of a quarter, a launch or the holidays in retail, ask earlier and expect other people to want the same dates. Sick days and emergencies are the exception to all of this: tell your manager as soon as you can and sort out the form when you're back.

Frequently asked questions

How do I write a PTO request?

Put the dates first, then the number of working days, the type of time off and who covers for you. End with a question your manager can answer with a yes or a no, like “Could you let me know if that works?” The Email tab above writes one from your form, subject line included.

Do I have to give a reason for PTO?

For vacation, usually not. Some policies ask for a reason for sick days, bereavement or unpaid time off, and some ask for a doctor's note after a few sick days in a row. Check your employee handbook.

Can my employer deny a PTO request?

In most US workplaces, yes. Employers can approve or deny requests based on staffing and notice, within their written policy and local law. If a request is turned down, ask which dates would work instead. This page is general information, not legal advice.

Does this form save my information?

No. Everything you type stays in your browser tab. Nothing is sent to us or stored, and closing the tab clears it, so print or copy your request before you go.

Is there a way to request PTO in Slack?

Yes. With Spock, you pick the dates from the Spock Home tab in Slack and your manager approves or denies the request right there, with nothing to print. Requests work on the free plan; approvals are on Professional.

Track the days, not just the request: the PTO accrual calculator shows how fast time off builds up, and a PTO tracker that lives in Slack keeps every request and balance in one place.