Free printable shift swap request form for businesses

Stay fully staffed and give your team a quick and easy way of requesting shift swaps with this free template and printable shift swap request form.

Why use a shift swap request form?

Even when you spend hours planning your team’s rotas, there will always be occasions when a member of staff comes to you saying that they can’t make one of their shifts.

Rather than leaving you with a scheduling problem to solve, however, it’s better to give your staff the ability to organise their own shift swaps and come to you with a possible solution instead.

That’s where shift swap request forms come in.

Instead of relying on emails, WhatsApp messages, or simply trying to remember the details of the shifts your employees want to swap on the rota, it’s best to have your staff write the details of their swap request on a form designed specifically for that task.

That way, you’ll not only have all the details in one place when it comes to reviewing the request and updating your rota, but also have signatures from both employees stating that they’re both on board with the proposal.

Shift swap request forms should be made freely available for your team to access, fill in and present to you or the rota manager as early as possible. That way, you’ll have more time to consider their request and make the necessary adjustments to the schedule.

Questions & answers about this free resource

Who can use this shift swap request form?

This resource is intended mainly for managers and business owners to use in their workplaces. It can be used in businesses of all sizes to help managers keep track of which staff have asked to exchange shifts and remain fully staffed.

Is this document compatible with Microsoft Word?

Yes. This shift swap request form can be opened and edited in most popular word processing software such as Word for Windows and Pages for MacOS. Some fonts may appear slightly differently depending on the device and software you use to open the template, but these can all be customised to your needs or preferences.

Is this template free to download?

Yes. This shift swap request form and template are 100% free to download — there’s nothing to sign up to and you don’t need to provide any personal data. Use the “Download” button at the top of the page to access a zipped folder containing both an example PDF and an editable Word/Pages document to use in your workplace. Feel free to make copies and share these templates with other people at your business.

Why are you giving this resource away for free?

We’re in the business of making work simple. At RotaCloud, we build tools and software that help managers organise their teams and give them more time to focus on their business. You can check out some of the other free resources we have to offer here.

Free printable shift swap request form for businesses