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Time Off Request Process Experience Survey

Measures how easy, fair, and transparent employees find the process of requesting vacation, personal, or sick time — from submission method to manager responsiveness and decision speed. Built for HR and people-ops teams auditing their leave policy, with an AI follow-up that reconstructs exactly what happened on a recent request instead of relying on vague satisfaction ratings.

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Sample questions

A preview of what’s in the template. Every question is editable before you launch.

13 questions · ~7 min
Q01
Message

Thanks for taking a few minutes to share your experience with our time off request process. Your honest feedback helps us make it faster and fairer for everyone. This should take about 4-5 minutes.

Q02
Multiple ChoiceRequired

In the last 6 months, how many times have you requested time off (vacation, personal, or sick leave)?

  • None
  • Once
  • 2-3 times
  • 4-5 times
  • More than 5 times
Q03
Multiple ChoiceRequired

Thinking about your most recent time off request, how was it handled?

  • Approved as requested
  • Approved with changes to dates or duration
  • Denied
  • Still pending or never got a response
  • I haven't submitted a request yet
Q04
Multiple Choice

Which method did you use to submit your most recent time off request?

  • HR or time-off tracking system/app
  • Email
  • Verbal conversation with manager
  • Paper form
  • Other
Q05
Opinion ScaleRequired

How easy was it to submit your most recent time off request?

Scale: 1 – 5
Min:Very difficultMax:Very easy
Q06
Opinion ScaleRequired

How satisfied were you with how quickly your request was addressed?

Scale: 1 – 5
Min:Very dissatisfiedMax:Very satisfied
Q07
MatrixRequired

How much do you agree with each statement about your organization's time off process?

5 rows × 5 columns
  • The process for requesting time off is clearly explained
  • I receive enough advance notice of the decision
  • My manager is supportive when I request time off
  • The approval process feels fair across my team
  • I understand how coverage needs or blackout dates affect my request
Columns: Strongly disagree · Disagree · Neutral · Agree · Strongly agree
Q08
Rating ScaleRequired

How would you rate your manager's communication throughout the request process?

Range: 1 – 5
Min:PoorMax:Excellent
Q09
AI Interview

Reconstruct exactly what happened with the respondent's most recent time off request: when they submitted it, how long they waited, who they heard back from, and what the outcome was. If it was denied, delayed, or modified, probe what reason (if any) was given and how that made them feel about asking again. If it was smooth, ask what specifically made it easy so we can replicate it elsewhere.

Q10
Long Text

What would make the time off request process easier or fairer for you?

Q11
Multiple Choice

Which best describes your role type?

  • Full-time
  • Part-time
  • Contract or temporary
  • Prefer not to say
Q12
Multiple Choice

How long have you been with the organization?

  • Less than 6 months
  • 6 months to 2 years
  • 2 to 5 years
  • More than 5 years
  • Prefer not to say
Q13
Message

That's everything — thank you for your honest feedback! Your responses will be reviewed by HR to identify where the time off process needs to be clearer, faster, or fairer.

What’s included

  • AI follow-ups

    Adaptive probes on open-ended answers that pull out detail a static form would miss.

  • Attention checks

    Built-in safeguards against rushed answers and low-quality respondents.

  • AI-drafted copy

    Wording, ordering, and branching written by the AI — tuned to your research goal.

  • Auto report

    Themes, quotes, and a plain-English summary write themselves once responses come in.

How it compares

We reviewed the closest templates from other survey tools. Here’s what they do well — and where this template goes further.

Why this template

  • Goes beyond a submission form to measure the full experience — ease of submission, manager responsiveness, decision speed, and fairness — using scaled and matrix questions rather than just collecting a request.
  • Includes an AI follow-up interview that reconstructs exactly what happened on the respondent's most recent time off request instead of relying on a single vague satisfaction score.
  • Captures context like submission method, role type, and tenure so HR and people-ops teams can segment findings and audit policy gaps by employee group.
  • Ends with an open-ended question on what would make the process easier or fairer, giving qualitative detail the AI interview can probe further in real time.

Jotform

60+ Time Off Request Forms

This is a template gallery/category page offering many time-off request form variants, not a single ready-to-field survey. It's built for collecting leave requests themselves (dates, reason, approval routing) rather than measuring employee experience with the process.

What it does well

  • Large selection of customizable form layouts for different leave types
  • Likely supports drag-and-drop form building and integrations typical of Jotform

Where it falls short

  • Functions as a static intake form for submitting requests, not a survey measuring perceived fairness or transparency of the process
  • No adaptive AI follow-up to reconstruct what actually happened on a specific request
  • No built-in quality scoring or automated experience report generation

SurveyMonkey

Time Off Request Form Template

A single ready-to-use template focused on collecting time off requests, likely with standard fields like dates and reason for leave. It's built for form-style data collection rather than in-depth qualitative evaluation of the request experience.

What it does well

  • Fielding-ready template with SurveyMonkey's established distribution and reporting tools
  • Simple, familiar form format for employees to submit requests

Where it falls short

  • Static question set with no adaptive follow-up to probe individual respondent experiences
  • No mechanism to reconstruct the sequence of events on a specific recent request
  • No transparent, published methodology for how responses are scored or summarized

Typeform

Employee Time Off Request Form Template

A conversational-style form for submitting time off requests, using Typeform's one-question-at-a-time format. It's designed as an intake tool rather than a diagnostic survey on process fairness or manager responsiveness.

What it does well

  • Polished, conversational UI likely to feel less like a stiff HR form
  • Easy to customize question wording and branding

Where it falls short

  • No adaptive AI interviewing — questions are fixed regardless of respondent answers
  • Not designed to measure decision speed, transparency, or fairness perceptions specifically
  • No automated per-response quality scoring or generated summary report on process health

Ready to launch?

Open this template in the editor. Every part is yours to change before the first respondent sees it.

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