According to the US Department of Education, there are about 8 million students who are chronic absentees, while 1 in 4 teachers are. The reasons for their absences vary from illness, family outings, military duty, and even taking vacations. But, regardless if you’re a student, teacher, or a staff member of the school, informing the authorized person of your absence is necessary. And in specific, if your absence is premeditated, then a planned absence form is the document that you need to complete.

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FREE 10+ Planned Absence Form Samples & Templates

1. Planned Absence Form Template

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  • PDF

Size: 27 KB

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2. Planned Absence Request Form

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  • PDF

Size: 330 KB

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3. Student Pre-Planned Absence Sample

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  • PDF

Size: 5 KB

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4. Planned Absence Form Sample

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  • PDF

Size: 43 KB

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5. Planned Leave of Absence Request Form

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  • MS Word

Size: 9 KB

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6. Staff Leave of Absence Request Form

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  • MS Word

Size: 8 KB

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8. Absence Request Form Template

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  • MS Word

Size: 6 KB

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9. Planned Absence Request Form

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  • MS Word

Size: 449 KB

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10. Employee Absence Request Form

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  • MS Word

Size: 37 KB

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11. Master Planned Absence Form

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  • PDF

Size: 77 KB

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What Is a Planned Absence Form?

A planned absence form is a type of document that schools and companies can use for individuals who want to file a planned leave of absence. With the form, the authorized personnel will be able to document the absence or leave details and decide whether or not the absence request will be approved.

How to Make a Planned Absence Form

There are many different types of absences from work and school. But, the two most common are due to sickness and personal time off. However, before anyone can proceed to his planned leave, he must first undergo a request and approval process. And that’s why you need to have a planned absence form for your school or company. You can create that with ease by keeping the following tips in mind:

1. Keep the Form Simple

By keeping the planned absence form’s layout simple, you’ll be able to have a professional-looking document and also an easy one to fill out. You can use boxes and lines to group items together, and to indicate the entry fields for the information of the requesting party.

2. Include Instructions

Since there are varying reasons for requesting and filing a planned leave of absence, there will also be different requirements and supplementary documents to submit accompanying each reason. For instance, if the requesting party is a student and wants to file a planned absence for a doctor’s visit, then a doctor’s note indicating the necessity of the visit can be one of the requirements. Furthermore, how the requesting party can complete the form should also be part of the instructions, as well as the names of the authorized persons who will have to affix their signatures on the form.

3. State the Policies

Is there a school attendance policy indicating the limitation for the number of days an individual can be absent? Or maybe there’s the required number of days for filing the planned absence form? If there are, then you should include that in the form along with other policies. Stating the policies and rules will allow the requesting party to know their obligations, limitations, rights, and disciplinary actions they might face if they fail to adhere to the policies. Also, don’t forget to include the contact information of the administration or the assigned authorized personnel who will manage and keep track of the absence.

4. Allocate Enough Blank Space for Specific Areas

The space for the reasons of the requesting party should be enough for a paragraph or statement. Additionally, you should also add space for the verdict of the authorized personnel, along with the justification of the verdict as to whether or not the planned absence gets an approval.

5. Choose the Right File Format

There are several file formats that you can choose from, but the top two are MS Word or DOC and PDF. However, regardless of the file format that you will use, you should choose the one that’s compatible and appropriate for the method of how the requesting parties can file the leave or absence form. For example, if your school or company prefers to get online submissions of planned absences and vacation leaves, then you should choose the PDF as your document’s file format. On the one hand, MS Word or DOC file format is better for printed forms.

FAQs

I will be taking my child, who’s also a student, to a celebration for a couple of days. Can I fill out, sign, and submit the planned absence form on behalf of him?

If your child is not capable of writing and reading, then yes you can submit the planned absence form to file a student leave. But, if your child is capable and can write an excuse letter with or without supervision from you, then you should let him or accompany him in completing the planned absence form.

Is there a difference between a leave authorization from a planned absence form?

Yes, there is a difference between a leave authorization from a planned absence form. In specific, the planned absence form gets used mostly in schools by students and teachers and is only for a shorter number of days. On the one hand, a leave authorization form is mostly used for filing extended periods of leaves, such as during a maternity or a paternity leave.

What happens if I fail to submit a planned absence form and will take a day off work or school?

Just like any unexcused and unauthorized absences, you will face penalties, disciplinary actions, or other forms of punishment to your disobedience with the attendance management policy. If you’re a student, an immediate suspension will be the most likely result of your failure to submit the form. While, if you’re an employee, teacher, or staff, getting fired or receiving a  job termination letter will be the worst-case scenario.

Taking a day off for the right reasons is okay, but the absentee is still responsible for informing those who may get affected by his absence, such as his co-workers, teacher, and boss. So, what are you waiting for? Choose from our free sample forms and templates now!

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