FREE 5+ Employee Shift Swap Forms in PDF | MS Word

An employee shift swap form is a type of document that companies provide to their employees who would want to inform the management about a shift swap with other employees available on specific schedules. The form will serve as a tool for the companies to know the details of the shift swaps as well as to determine whether or not the swap will be authorized and approved.

Types of Employee Shift Swap Form Templates

Below are some of the different types of employee shift swap form templates which are downloadable, editable, and free to use by companies, institutions, and organizations who allow their employees and staff to change their work schedules:

Employee Area Recurring Shift Swap Request Form – If an employee will be wanting to have recurring shift changes during his employment in the area where he is assigned in the company, then he must complete and file an employee area recurring shift swap request form. In this document, the employee will have to plot his desired schedule per day along with his name and the name of his assigned area crew group. Instructions and eligibility guidelines are also enlisted in the form to allow the user in knowing the limitations and requirements he must meet to be eligible for the recurring shift swaps.

Employee Area Recurring Shift Swap Request Form

Employee Shift Swap Request Form – This form is not only to be filled out by the employee who will be requesting for a shift swap but also by the other employee who will be swapping with the requestor. There are three sections in the form. The first section is allotted for the employment information of the two swapping employees such as their names, employee identification numbers, and their swap dates and times. The second section, on the other hand, is for documenting the approval of the authorized staff scheduling committee while the last section is for the approval, comments, and signature of the company manager.

Employee Shift Swap Request Form

Employee Shift Swap Request Form Instructions Form – This is the type of form which is not intended to be filled out or be submitted by a swap requesting employee, rather it must be read and understood since it is a guide on how the employee can use the shift swap request software or forms of the company. The form states the step-by-step process in which the employee can follow to file a request.

Employee Shift Swap Request Form Instructions Form

Hospital Employee Shift Swap Form – Hospital employees use this form to inform the hospital or clinic about their need in changing shifts with the other employees. The form can be used to document two types of swaps, specifically initial swapping and repaid swapping. Furthermore, the details which will be collected in this type of form would include the dates of the shift swaps, the shift type, the name of the doctor or employee original in the shift, and the name of the employee who agreed for the shift swapping. A statement regarding the responsibilities of both employees to arrange their own clinical commitments with their patients according to the swapped shifts is also indicated in the form which must be signed by both employees. After both employees sign the form, they must submit it to the consultant and shift coordinator for approval.

Hospital Employee Shift Swap Form

How to Use Our Employee Shift Swap Form Templates

The first step into using our employee shift swap form templates is to choose which among the different varieties or types meets the preferences as well as the needs of the company. This includes determining the file size and file format requirement along with the layout and the specific pieces of information which are necessary to be documented and acquired from the intended users of the form.

Downloading the form is the next step which can be done by clicking on the download button located beside the sample image and below the descriptions of the chosen form. It is essential to note that the file to be downloaded will be in ZIP format which needs to be extracted after the download is completed. Clicking the downloaded ZIP or compressed file will open it and will show the shift swap form which must be extracted and be placed to a different location in the device used.

The form can then be edited after it is extracted. Essentially, the areas to edit or customize would be the header of the form template as well as the instructions and other details which will identify that the form is owned and created for use within the company.

Employee Shift Swap Form Template Sample

Employee Shift Swap Form Tips

When creating an employee shift swap form from scratch, the tips below must be noted:

Utilize rows and columns

Rows and columns or tables are efficient to use and will provide a more organized data collection area in the form. In lieu of this, the rows and columns should be labeled properly to ensure that the right data will be placed in each of its entry fields.

Minimize the colors

Forms and documents to be used by companies are meant to have a formal look and feel which is why most documents are in black and white. However, if colors are to be used and are preferred by the company, then there should only be at most three colors on one page. This maintains the formal appearance of the form and yet conform to the company’s design requirements.

Consider other file formats

Creating the employee shift swap form in various formats allows a company to present options for their employees to choose what format is more efficient based on the employee’s preferences or usage methods. PDF and XLS formatted files are preferable for companies who allow electronic requests to be sent by their employees while DOC formatted forms and files are suitable for print-out documents.

Social Care Employee Shift Swap Form

And lastly, the approval section should have enough signature areas for every authorizing personnel who will decide and approve the shift swap request. In addition, each signature line should also be accompanied with areas for the date and the positions and comments of the authorizing personnel.