FREE 11+ Employee Absence Forms in PDF | MS Word | Excel

An employee absence form is a type of HR form or document that companies use to allow their employees in recording the leaves and absences. Moreover, the form is also useful for determining whether the employee’s absence was approved by the company’s supervising personnel.

Types of Employee Absence Forms

Classified Employee Absence Form – The term “classified” used in this form refers to confidentiality and privacy which means that the contents and the data disclosed in the form are limited to be known only by authorized individuals. Furthermore, there are three sections in this type of form. The first section collects the employee’s information and the details of his absence such as its type, reason, and the total number of days of the intended absence or leave. The second section, on the other hand, is only to be filled out if there is a substitute employee who has agreed to take over the schedule and the obligations of the employee who filed for the absence. And lastly, the third section is where the decision of the management regarding the leave request of the employee and whether the absence will be a paid leave or not.

Classified Employee Absence Form

Employee Absence Notice Form – This form is composed of two pages wherein the second page contains the list of instructions to guide the employee in filling out the form and in completing the absence or leave request. In addition, the information that the employee must indicate in the form should include the type of leave that he is planning to have, the department that he is working in, and the duration and explanation of his absence.

Employee Absence Notice Form

Employee Absence Record Form – As compared to the aforementioned form types, this document is not to be used by the employee who will be filing the leave, rather by his manager or supervisor. Specifically, an employee absence record form will be used for documenting every leave and absence of an employee. A table is incorporated in the form which will be for stating the dates when the employee was absent, the number of days that the employee did not report in the office, the reason for the absences, the date of the return-to-work interview, and the signature of the manager. Moreover, the succeeding page of the form contains a set of codes that the manager can use for specifying the reason for the employee’s absences.

Employee Absence Record Form

How to Get an Employee Absence Form

An employee absence form can be acquired by an employee by requesting from the human resource personnel or from the manager of the department where the employee’s job is assigned under. On the other hand, for new companies who still need to create the form for their employees, then online templates can be used as a guide for making the form.

Employee Absence Form Sample

Employee Absence Request Authorization Form

How to Use Our Employee Absence Form Templates

The employee absence form templates in our site are free and easy to use. All that needs to be done is to choose, download, and extract. The reason for the extraction process is because our templates are converted into “.ZIP” files which ensure that during the download and transfer, the file will remain intact, and so does the form. Furthermore, after the extraction, the form can then be used and be customized based on its format. If it is in “.PDF” format, then a converter should be used to edit the contents of the form, and if it is in “.DOC” format, then editing can be executed immediately upon opening the form.

Employee Absence Request Form

Employee Certification of Necessary Absence Form

Employee Leave Request and Absence Report Form

Essential Contents and Sections of Employee Absence Forms

Regardless of the type of employee absence form which will be used by companies, the following contents and sections should always be stated or be present in the form:

Employee information section

This section should state the employee’s general information such as his name, address, job title, department assignment, identification number, and job classification.

Leave information section

This is where the employee will be able to indicate the reason for his absence along with the number of hours or days wherein he will not be able to report at work and the relevant facts which must be known by the company in lieu of his absence.

Requirements and documentation list

The required documents which should be submitted by the employee along with the completed employee absence form must be specified in the form as well. Such requirements may include the presentation of a medical certification form upon the employee’s return from sick leave or a police report for case hearings and judicial reasons.

Certification and acknowledgment statement

In these statements, the employee should be certifying and acknowledging the accuracy of the data and information that he had provided in the form. Below the statements should be a signature area for the employee along with the date when he was able to sign the form.

Approval section

This section is to be filled out by the management or the company’s authorized personnel such as the employee’s manager. The information to be documented in this section would be the approval or disapproval decision of the management and the date when the decision was made.

Employee Reason for Absence Form

Exempt Employees Monthly Absence Record Form

School Employee Absence Form

Employee Absence Report Form

Employee Absence Form Tips

When making an employee absence form from scratch, it is essential that the document-maker knows the preferences and the needs of the company who will be using the form for their employees. This allows the document-maker to incorporate specific entry fields and contents which can be used by the company for processing their employees’ leave requests.

On the other hand, employees who will be filling out the form should only provide true and factual information. Most importantly, if there are changes in the absence or leave request, the employee should then inform the company immediately as well as update the form that he had previously submitted.

And lastly, completed employee absence forms should be documented by the company or the manager of the employee throughout the year. The form can be used for assessing and evaluating the employee, specifically in terms of his attendance and adherence to his job in the company.