A PTO tracker printable ends the "wait, who is off that week?" scramble for the price of one sheet of paper. These two pages hold every request in one visible place. Page 1 is a 12-row log: alias, dates, days, and a circle for the answer. Page 2 keeps five balance rows and the blackout weeks straight. As a vacation tracker template, free to print and reprint, it does one job: what was asked, what was answered, what is left. The full kit with the 12-month tracker is linked at the bottom.
How to use this page: print at 100% scale, both pages come out on two sheets. Page 1 is the request log: one row per request, from and to dates, days counted by hand, then circle Y or N in the approved column once an answer exists. Page 2 is the math: five balance rows to update at month end, plus the blackout weeks written where everyone can see them. Write aliases, not names. The full personnel record with the 12-month PTO tracker is in the kit at the bottom.
Everything on the sheet is write-in on purpose: no preset allowances, no formulas, no names. The rows stay blank until a request happens. Alias, not name, because this sheet lives in the open; the personnel record keeps the names and stays locked. One sheet per team, undated, so the year comes from the requests.
One row per request. Circle Y or N in the last column only when the answer is real; blank means pending.
Team: Year: Manager:
| PTO request log - 12 rows | |||||
|---|---|---|---|---|---|
| # | Employee alias | From | To | Days | Approved (circle) |
| 1 | Y / N | ||||
| 2 | Y / N | ||||
| 3 | Y / N | ||||
| 4 | Y / N | ||||
| 5 | Y / N | ||||
| 6 | Y / N | ||||
| 7 | Y / N | ||||
| 8 | Y / N | ||||
| 9 | Y / N | ||||
| 10 | Y / N | ||||
| 11 | Y / N | ||||
| 12 | Y / N | ||||
Five rows to keep current. Fill them from page 1, not from memory.
| Balance summary - 5 rows | |||
|---|---|---|---|
| Alias | Starting days | Used | Remaining |
Weeks when nobody on the team can be off, and why (launch week, the busy season, the audit):
Days are counted by whoever fills the row, and the approved circle only marks an answer that was already given somewhere real: the paper records decisions, it does not make them. The balance summary takes its numbers from the log rows, so page 2 is only as honest as page 1. Blackout weeks get written once and save the same conversation all year.
This page is the printable PTO slice. The full product is six templates for the HR jobs a small business runs in its first months, from the README:
"Six paper-ready templates for the HR jobs a small business actually has to do in its first months: hand a new hire a handbook, walk them through 90 days, keep a personnel record, score interviews, run an offboarding, and log incidents. No app, no subscription." - the product README
For the people side of the same kit, the new hire onboarding checklist covers the first week on two printable pages, the free employee handbook template puts hours and leave in writing, and the full catalog lists everything else.
Honest note: this is a tracking sheet for time-off requests, and it is not legal or HR advice. From the kit's own files: "Template, not legal advice. Employment rules differ by jurisdiction; review with qualified counsel before use." The templates are generic starting points, written without any specific country, state, or province in mind; have a qualified professional review anything you plan to issue as policy. The sheet records what was requested and what was answered; it decides nothing, and the tips above are opinions from use, not research findings.
one-time · A4 + US Letter PDFs + editable handbook file · instant download · templates only, not legal advice