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Overtime & TOIL Request Form

An overtime and TOIL request template — log extra hours worked and request time off in lieu, with the reason and manager approval.

Description

Extra hours worked should be logged and recognized — whether that’s overtime or time off in lieu. This overtime and TOIL request template gives staff a clear way to record it and managers a clean record to approve.

It asks whether the person is logging overtime worked, taking time off in lieu, or both, ties it to a client or job code where billable, and captures the date and number of hours. It records why the extra hours happened (a deadline, pitch, event, client emergency or covering a colleague), whether it was pre-approved and by whom, plus any notes.

Ideal for agencies and teams that run to deadlines and want to track extra hours fairly. Use it to keep a consistent record, manage TOIL balances, and make sure effort is recognized. Customize the reasons, add your branding, and embed it internally or share a link in minutes.

Form fields

Everything the Overtime & TOIL Request Form above collects — 11 fields, so you can see exactly what it captures before you make it your own.

Log Overtime & TOIL

  • What are you logging?

    Dropdown Icon
    Dropdown

  • Client / job code (if billable)

    Short Answer Icon
    Short Answer

  • Date worked / taking off

    Date Icon
    Date

  • Number of hours

    Number Icon
    Number

  • Why the extra hours?

    Dropdown Icon
    Dropdown

  • If other, tell us more

    Short Answer Icon
    Short Answer

  • Was this pre-approved by your manager?

    Yes/No Icon
    Yes/No

  • If yes, who approved it?

    Short Answer Icon
    Short Answer

  • Anything else to note?

    Long Answer Icon
    Long Answer

  • Your name

    Name Icon
    Name

  • Email address

    Email Icon
    Email
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Template FAQs

Common questions about the Overtime & TOIL Request Form — what it captures, when to use it, and how to make it your own.

What is a TOIL request form?

A TOIL (time off in lieu) request form lets staff log extra hours worked and either claim them as overtime or book equivalent time off, giving managers a clear record to approve and track.

What should an overtime request include?

Whether it’s overtime or TOIL, the client or job code if it’s billable, the date and number of hours, the reason for the extra hours, and whether it was pre-approved and by whom. That gives a manager everything needed to sign it off or reconcile a TOIL balance.

What is the difference between overtime and TOIL?

Overtime is extra hours that may be paid; TOIL — time off in lieu — is extra hours taken back as equivalent time off later. This form handles both, and lets staff log either at once, so whichever way your agency compensates extra hours, the record stays consistent.

Why capture whether overtime was pre-approved?

Because most policies only recognize pre-approved extra hours. Recording whether the overtime was agreed in advance, and who approved it, keeps the request clean and avoids disputes later about whether the time should be paid or given back as TOIL.

How does this help track TOIL balances?

By logging both hours worked and hours taken off in a consistent format, managers can keep a running TOIL balance rather than relying on memory or scattered emails. Everyone can see what’s owed and what’s been taken, which keeps the whole thing fair.

Is this overtime template free and customizable?

Completely free. Edit the reasons and fields to match your policy, restyle it, and embed it internally or share a link in minutes. No coding needed — just a free Fun Forms account to collect responses.

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