How to Write an Employee Absence Report Form

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Keeping track of employees' whereabouts remains a key responsibility for any human resources representative. Create an "Employee Absence Report Form" and require all employees requesting time off to submit one to human resources. Have your lawyer review the form for compliance to state labor laws, and then include the "Employee Absence Report Form" in materials you provide to new hires.

  • Open a new document in a word processing program. Center the title "Employee Absence Report Form" at the top. Identify the document number, if any, and that the document belongs to the human resources department.

  • Explain the company's policies for allowing authorized absences to employees. Refer to the page in the employee handbook where employees can find the policy. Caution employees that they must first seek approval from their immediate supervisors before submitting the "Employee Absence Report Form" to the human resources department.

  • Add one or two sentences specifying directions for completing the form. Advise employees to print clearly. Require employees to complete every section of the form.

  • Start the main body of the form with a section entitled "Employee Contact Information." Add lines for the employee's name, department, supervisor and date of completing the form.

  • Skip several lines and begin another section entitled "Absence Information." Request the specific dates of the absence. Ask employees to state the reason for the absence.

  • Include a section for "Department Reporting Information." Require employees to state whether or not they have informed their supervisors of the planned absence.

  • Complete the form with a section called "Authorization Information." Add signature lines for the employee and employee's supervisor. Request that both date their signatures. Instruct the employee requesting the absence to submit an original form to human resources and reserve one copy for themselves.

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