Template for a vacation request
Those who wish to apply for vacation usually want to complete the application quickly and correctly, without wasting time on formatting or phrasing. A good template ensures that all important details, from the period and type of vacation to the signature, are correct right away. This way, your application arrives at the HR department fully completed and can typically be processed without any further questions.
December 18, 2025
Reading time: 5 Minutes
Content Manager at absentify
Contents
Holiday request form: Key points at a glance
Vacation request: Download template for free
Why is a template for a vacation request sensible?
What information must a vacation request include?
When should employees submit their vacation request?
What should be considered when applying for vacation leave?
Is there a retention requirement for vacation requests?
Can the employer refuse the vacation request?
Submit vacation requests faster and reduce processing times
Vacation Request Template – Frequently Asked Questions and Answers
Holiday request form: Key points at a glance
- A vacation request template for employees saves time, prevents form errors, and ensures clear processes for vacation planning.
- The leave request must include all mandatory information, including name, period, type of leave, cover and signature.
- Submitting the vacation request in a timely manner, often two to six weeks before the vacation starts, avoids overlaps and increases the chances of approval.
- With absentify, the entire process is digital: employees submit vacation requests online, supervisors approve directly, and everyone involved keeps track.
Vacation request: Download template for free
Here you can find verified vacation request templates in PDF, Excel or Word, which you can download for free and use immediately.
Download a holiday request form template as a PDF for free
Download a vacation request template for Word for free
Download a holiday request template for Google Docs for free
Download a vacation request form template for Excel for free
Why is a template for a vacation request sensible?
Request vacations and absences directly in Microsoft Teams. No credit card required – just get started with the free plan.
Anyone applying for a vacation wants to fill out the form correctly and quickly, without having to worry about format or wording each time. A standardized vacation slip provides clarity and reliability.
Uniform processes and improved traceability thanks to templates
In teams and larger organizations, uniformity is important. If everyone uses the same leave slip or the same form for leave requests, clarity is maintained even with many employees and overlapping vacation periods. This saves time and reduces misunderstandings in vacation planning.
What information must a vacation request include?
In order for your application to be processed without any queries, certain information must always be included. A complete template ensures that no field is overlooked and the process remains clear for all parties involved.
Mandatory information in the vacation request
Digital alternative to the classic vacation request
With absentify, you can digitize the entire process. Employees submit their digital leave request online and the approval is carried out according to the defined release processes. The status is visible at all times and all data remain clearly documented. This eliminates the need for printing, signing, and sending forms back and forth completely.
Manage vacation requests quickly, transparently, and stress-free
With absentify, you can submit vacation requests online, receive automatic approvals, and always keep track of your team's absences.
When should employees submit their vacation request?
In principle, there is no legally prescribed deadline for when a vacation request must be submitted. Nevertheless, the rule of thumb is: The earlier employees submit their request, the greater the chance that the desired period will be approved. Many companies also expect that requests are submitted two to four weeks before the vacation starts.
Common practice for vacation requests
Most HR departments plan vacations on a quarterly or semi-annual basis. Those who submit their requests early avoid overlapping with colleagues. Especially during holiday seasons or times of intensive projects, it pays to plan ahead.
What are the rules for short-term vacation requests?
Short-term vacations are also possible, for instance for family events or illness of relatives. In this case, employees should submit the vacation request form digitally right away or announce their leave over the phone.
What should be considered when applying for vacation leave?
As soon as employees submit their leave request via form or digitally through absentify, the decision lies with the management or the HR department. It is important to know the process and to understand what applies in the event of a rejection.
How quickly must an employer respond to a vacation request?
The law does not set a fixed deadline for employers to respond to a vacation request. In practice, a processing time of about 10 days is considered reasonable. If employees do not receive any response after this period, they should remind their supervisor by email or via their absence management software.
When is a vacation request considered approved?
A vacation request is only considered approved when the supervisor has explicitly authorized it, either in writing, digitally, or verbally in exceptional cases, provided that the supervisor subsequently confirms it.
Important: A lack of response does not imply automatic approval. Even if an employer does not respond to a request for an extended period, the employee cannot simply go on vacation. Jurisprudence only recognizes what is known as "implied consent" in very rare exceptional cases. This applies, for example, when an employer remains silent for weeks despite repeated inquiries and the employee has already made non-cancellable bookings.
Is a verbal vacation request valid?
Legally yes, practically no. A verbal request can be easily overlooked and employees have no proof of the time or content. Therefore, a written or digitally submitted leave request is always safer.
Is there a retention requirement for vacation requests?
There is no legal obligation to retain vacation requests. Neither the Federal Vacation Act nor other labor law regulations explicitly require employers to archive these documents.
In practice, many companies still archive vacation requests for several years. This is primarily to be able to prove in case of a dispute when the vacation was requested or approved. The basis for this are the general obligations to provide evidence and documentation in labor law as well as the statute of limitations of three years according to § 195 BGB.
Can the employer refuse the vacation request?
Rejection is only permissible in certain cases. These include:
- urgent operational reasons, e.g., staff shortages or production peaks,
- already approved vacations of other employees in the same period,
- lack of representation in the team,
- simultaneous training sessions or mandatory appointments.
Employers must provide a factual justification for why leave is not granted. The obligation to provide a justification arises from the labor law interpretation of § 7 para. 1 BUrlG.
What to do if your vacation request is repeatedly denied?
If an application is repeatedly rejected without any comprehensible reasons, employees can contact the works council or seek legal advice. The statutory entitlement to leave remains unaffected. The employer may only postpone the holiday, not permanently deny it.
Can employees withdraw their vacation request?
If employees decide not to take their vacation after all, they can withdraw the request at any time before approval. Once it has been approved, it is considered binding. Changes can then be made only in agreement with the HR department or a supervisor.
Submit vacation requests faster and reduce processing times
A good vacation request template helps to avoid mistakes and process requests more quickly. However, even with the best template, the process remains manual: print out, sign, forward, track.
With a digital vacation management system, the back and forth between forms and emails is eliminated. Employees submit leave requests online, managers approve them with a click, and everyone involved keeps track in real time without any paperwork.
Your benefits with absentify:
- Review and approve vacation requests digitally
- Clear overview of remaining vacation days, substitutions, and absences
- Direct integration into Teams and Outlook
- Transparent processes for HR and employees
With absentify, vacation planning becomes simple, fast, and reliable. In just a few minutes, you'll be ready to go and bring order to your absence management.
Vacation Request Template – Frequently Asked Questions and Answers
Can an approved vacation request be changed retrospectively?
A change is only possible if the executive agrees. Once approved, the request is considered binding. If the vacation is extended, postponed, or shortened, it should be documented in writing or digitally to avoid misunderstandings.
What happens if there is no response to a vacation request?
Without explicit approval, the vacation is not considered authorized. Employees must not simply abandon their work. If there is no response, a polite reminder or inquiry with the HR department is advisable to gain clarity.
Can employees submit vacation requests without a form?
In principle, applications can be made informally, for example via email. Nevertheless, it is advisable to use a standardized template for vacation requests to ensure all important information is captured and to avoid errors. This way, companies can maintain an overview and applications can be documented more effectively.
How does absentify support the adherence to vacation policies and blackout periods?
In absentify, companies can set lockout periods, company holidays, or maximum absence quotas. The system automatically checks to what extent submitted vacation requests comply with these specifications and prevents duplicate or unauthorized bookings.
How does absentify ensure transparency and traceability in vacation requests?
All steps from the application to the approval are automatically saved in absentify. Employees, supervisors, and HR representatives can always understand when an application was submitted, reviewed, or approved. This creates transparency and reduces follow-up questions within the team.
Would you like to simplify your absence management?
Find out how absentify can optimize your HR processes, save you time, and reduce errors. Easily manage employee absences in Microsoft Teams, Outlook, and SharePoint.
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