Free PTO Request Form Template (2026)
A simple PTO / vacation / sick leave request form for US small businesses. Captures dates, type of leave, manager approval, and HR sign-off. Word + PDF.
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What's inside
Employee info
- Employee name + ID
- Department + role
- Submission date
- Phone for emergency
Leave details
- Type: vacation / sick / personal / bereavement / jury
- Start date + end date
- Total days requested
- Half-day toggle
- Reason (optional)
Approval workflow
- Employee signature
- Manager review + signature
- HR final approval
- PTO balance before + after
- Coverage assignment
Emergency coverage
- Who is covering during absence
- Handoff notes
- Contact info while away (or "do not contact")
- Outstanding deliverables flagged
Multi-state ready
- CA sick leave call-out
- NY paid family leave option
- NJ Earned Sick Leave option
- FMLA box for qualifying conditions
Beyond the template
MyCo automates this workflow
Stop emailing PDFs. MyCo's mobile app handles pto request (2026) digitally — with e-sign, automatic file storage, and HR record-keeping.
Book Your Free Demo →FAQs
What's the difference between PTO, vacation, and sick leave?
PTO is an umbrella that lumps vacation + sick + personal time into one bucket. Some companies separate vacation (planned, accrued) from sick leave (required by many states, may not require accrual but allows accrual cap).
How far in advance should employees request PTO?
Best practice: 2 weeks for planned vacation; same-day notice acceptable for sick leave. Some states (CA, NY, NJ) protect employees from retaliation for using earned sick leave with short notice.
Should I require a doctor's note for sick leave?
Many state sick leave laws (CA, NJ, NY) prohibit requiring a doctor's note for absences of 3 days or less. Check your state rules before adding this requirement.
Can I deny a PTO request?
Yes, for vacation/personal time based on business needs (coverage, peak season, multiple overlapping requests). For statutory sick leave or FMLA, denials are more limited and require legal justification.
Can MyCo automate PTO requests?
Yes. Employees request PTO via the mobile app, managers approve in one tap, balances update automatically, and payroll reflects the leave. See it in action.