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HR & employmentGeneral (US)Original PDFBetter template

PTO Request Form

For employees requesting vacation, sick, personal or other leave, and for managers who need a written record of approvals. Protected leave such as FMLA follows its own notice process.

Fields
22
Pages
2
Paper
Letter
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Before you start

What you need to fill it in

  • Employee name and department
  • Leave type
  • First and last day off and return date
  • Number of workdays and hours per day
  • Who will cover your work

What's inside

22 fields, ready to fill

  • 11Typed answersnames, addresses, descriptions
  • 6Dateschecked as real dates
  • 1Calculatedfill themselves from other fields
  • 2Choicescheckboxes, options, dropdowns
  • 2Signaturessignature and initials

9 required — the editor counts down how many are left while you fill.

Instructions

How to fill out the PTO Request Form

  1. 1

    Enter your details

    Fill in your name, department and manager.

  2. 2

    Choose the leave type

    Select vacation, sick, personal, bereavement, jury duty or other.

  3. 3

    Enter dates and hours

    Enter the first and last day off, the number of workdays and your normal hours per day. Total hours calculate automatically.

  4. 4

    Plan coverage

    Name who will cover urgent work and how you can be reached, if at all.

  5. 5

    Submit for approval

    Sign and send to your manager, who approves or denies and signs.

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What filling it looks like

The PDFBetter editor in Edit & fill mode: an invoice template with the bill-to details and line items typed in, and each amount calculated from quantity and unit price
  1. Edit & fill, Invite to sign and Create form are three modes of the same editor
  2. Amounts are formula fields: they calculate as you type
  3. The field navigator counts what's left and jumps to the next field

Shown with our invoice template. Sample content; names are fictional.

Written for: General (US)

This template is a general starting point, not legal advice. Employment laws differ by state and country; have a qualified professional or HR advisor review it for your situation.

Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.

PTO Request Form: questions people ask

Does this form work for FMLA leave?

It can document the dates, but FMLA and state family leave have their own notice and certification rules. Tell HR if the leave may be protected.

Can my employer deny a PTO request?

Generally employers can set scheduling rules for vacation. Sick leave is different in states and cities with paid sick leave laws, which limit denials and documentation requests.

Is accrued vacation paid out when I leave?

It depends on the state. Some states require payout of accrued vacation at separation, while others follow the employer's written policy.

Can managers approve electronically?

Yes. Send the form with Request signatures so the manager signs online and both keep a copy.

Ready when you are

Fill the PTO Request Form now — no account to start.

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