Free Time Off Request Form (Excel)
What's in the free time off request template
The template has two parts in one file. The Request Form sheet is fillable and printable — an employee enters their name, dates and reason. The Request Log sheet is where every request lives once submitted, with 100 rows for a status dropdown (Pending, Approved, Denied), dates and days requested.
Most templates you'll find are one or the other — a standalone form or a standalone log — so you end up tracking status somewhere else by hand. This one keeps the request and the record in the same file.
Status and totals, calculated automatically
As you update each request's status in the Log, totals for approved days and pending days calculate automatically — so you can see at a glance how many days are already committed versus still waiting on a decision. The Log also supports half-day requests, entered as 0.5 in the days column.
That running total is what most people actually need before approving one more request: not just this employee's balance, but how many days across the whole team are already spoken for.
Form and log together
Because the Request Form and Request Log sit in the same file, there's no separate step to copy a submitted form into a tracking sheet — you fill the form, then log it, and the totals update from there. Print the form for employees who prefer paper, or have them fill it digitally and forward the file.
If you're using this alongside a fuller leave tracker for balances, the Log here is meant to capture requests as they come in, not replace the balance tracking itself.
How to use it
- Have the employee fill out the Request Form sheet — name, dates and reason.
- Add the request to the Request Log with a Pending status.
- Update the status to Approved or Denied once a decision is made.
- Use 0.5 in the days column for half-day requests.
- Let the approved and pending day totals calculate automatically.
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PTO & Leave Tracker — with Automatic Accrual
For requests that automatically deduct from a real accrual balance instead of a separate log, the paid PTO & Leave Tracker ($19) tracks up to 300 requests with automatic workday counts for 30 employees.
See the full versionTracking PTO for a whole team?
Logging requests in a spreadsheet works until approvals need to happen fast. LeaveSheet lets employees submit requests and managers approve them online, at $1.50 per employee per month.
See LeaveSheet — $1.50/employee/moFrequently asked questions
Can I use this request form in Google Sheets?
Yes. Upload it to Google Drive and open it with File > Save as Google Sheets. The Request Form and Log both keep working.
Is this template really free?
Yes. You give an email address to download it, and then it's yours to use with no further cost.
Can employees request half a day?
Yes, enter 0.5 in the days column of the Request Log for a half-day request.
Is the request form printable?
Yes, the Request Form sheet is designed to print on a single page for employees who prefer a paper form.
Is 100 rows enough for a small team?
It covers most small teams for a year of requests. Copy the formulas down if you need more rows.