Template

A blank holiday request, one row per ask.

A free holiday request form. Record the first day, the last day, and whether the ask is Holiday or time off in lieu. Download the .xlsx. No email address. It does not know the balance.

Download the holiday request form

The .xlsx is the file. Google’s guide shows how to upload it to Drive, or how to use File then Import, so the copy sits in your Drive. No email address is asked for here, and there is no Shiftbrook copy link.

How to use it

Download the .xlsx. No email address is asked for.
On Requests, one row is one ask. A single day uses the same date in First day and Last day.
Type is Holiday or time off in lieu. Those are different balances. Do not mix them in one cell.
Decision is where a manager writes yes or no. The sheet does not tell you the remaining days.
Open it in Google Sheets from the file you downloaded. The help link on this page is Google’s, not a copy of this workbook.

Days, and the balance this file cannot see

Statutory holiday for most workers in the United Kingdom is 5.6 weeks, capped at 28 days. A part-time week uses 5.6 of that person’s own days, not a casual percentage that ignores the cap. Bank holidays can sit inside the 5.6 weeks unless the contract puts them on top. This form does not calculate any of that. The holiday entitlement calculator and the part-time holiday calculator are the estimates. The number you rely on is the allowance you have actually set.

Time off in lieu is not holiday. It is time you agreed in place of extra hours, if the contract says so. It does not repair a week that was under the minimum wage, and it is not part of the 5.6 weeks. Give it its own type on the row so a later count does not swallow it into holiday. The time off in lieu guide is the longer explanation.

A one-day ask

A request for a single day should look like a single day. Put the same date in both columns. A range that runs from Friday to Friday is easy to misread as a week. In Shiftbrook a one-day request is shown as a single date for the same reason. This sheet cannot do that display for you. The two columns are how you avoid the ambiguity.

Irregular hours and part-year workers, for leave years from 1 April 2024, build holiday at 12.07% of hours worked. A form that asks for days will not match a balance that is kept in hours. If that is the person, write the hours in Days or hours and say so in Notes. Do not also pay rolled-up holiday pay and then deduct the same leave on this sheet without reading the rules. Rolled-up holiday pay is only for those workers, and it does not remove the right to take the time.

What the file does not do

It does not approve the request, email the manager, or block a clash with someone else who already asked for the same Friday. It does not know blackout dates. In the product, leave sits on the rota so a shift is not published on top of a day that is already off. This file will not do that check.

The free plan covers up to 5 staff and one location on the first organisation. A 14-day trial of the paid plan needs no card. Approved hours in the product download as a CSV. Sending approved hours to Xero Payroll UK is not available until that connection works end to end.

Questions

Does the sheet know how many days are left?

No. It records the ask. The balance lives in whatever system you use to track it, or in the allowance you set in Shiftbrook.

What do I write for one day?

The same date in First day and Last day. Type is Holiday, or time off in lieu if that is what they asked for.

Are bank holidays extra?

Only if the contract says so. Otherwise they can sit inside the 5.6 weeks. This form does not add them.

Is the download gated?

No. There is no email address on this page.

Holiday entitlement calculator · Part-time holiday calculator · Time off in lieu · Leave