Time off request form

What this form asks, and why

• Your namerequired Who is away.
• Work emailrequired Where the manager's reply goes.
• Your managerrequired Filter by this column so each manager sees their own team.
• Type of leaverequired Different types come out of different balances; one column to count each.
• First day offrequired Sort by this column before approving anything, to see who else is off that week.
• Last day offrequired 'Last day off' is clearer than 'return date', which people read differently.
• Full days or part of a day? Stops a half day being counted as a whole one.
• Who will cover your work? The first thing a manager asks before saying yes.
• Notes for your manager The hint keeps health details out of a shared sheet.

Fields people often add

• Hours requested (for hourly staff)
• Leave balance before this request
• Contact while away

Common mistakes

• Assuming the form approves leave: it doesn't, and it doesn't notify anyone yet. Add 'Status' and 'Decided by' columns next to the answers. Freely Forms keeps columns you add.
• Sharing the form link outside the team: anyone with the link can submit a request, so send it only to staff.
• Asking why someone is sick: a leave type is enough, and medical details don't belong in a shared sheet.
• Deleting old rows: leave records may need to be kept. In the US, for example, FMLA leave records must be kept for at least three years.

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