Shift change request form
A standardised form for employees to request schedule changes, shift swaps or roster modifications. Ensures all change requests are documented, assessed fairly and processed consistently.
Shift change form
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Why you need a shift change request form
A formal shift change process prevents scheduling chaos and ensures fairness. When employees can simply text or call in changes, it creates confusion, inconsistent treatment and poor record-keeping.
This form creates an audit trail for roster changes, protecting both managers and employees. If disputes arise about who approved what or whether adequate notice was given, you have documented proof.
Proper documentation also helps identify patterns like repeated last-minute requests or coverage issues, allowing you to address systemic scheduling problems proactively.
Key features of this form
Designed to capture all essential information for fair assessment
Request details
Structured fields to capture shift change reason and justification.
Current vs proposed
Side-by-side comparison of existing and requested shift times.
Manager approval
Signature section for supervisor review and authorization.
Notice period
Documentation of how much advance notice was provided.
Impact assessment
Space to note effects on team coverage and operations.
Replacement options
Fields to identify potential shift swaps or coverage solutions.
What's included in this form
Comprehensive sections for complete change request documentation
Employee information
Name, employee ID, position, department and contact details.
Current shift details
Date, scheduled start time, end time and location of existing shift.
Requested change
New proposed date, times or shift assignment being requested.
Reason for request
Explanation of why the shift change is needed (personal, medical, emergency, etc.).
Notice provided
Date request is submitted and how far in advance of the scheduled shift.
Coverage plan
Details of proposed replacement coverage or shift swap arrangements.
Manager assessment
Section for manager to note operational impact and coverage considerations.
Approval decision
Manager signature, date, and approval or denial with reasons.
Employee acknowledgement
Confirmation employee has been notified of the decision.
HR record
Space for HR to note any payroll, rostering system or policy implications.
When to use this form
Guidance on managing shift change requests properly
Notice period requirements
Your rostering policy should specify minimum notice periods for shift change requests (e.g. 48 hours, 1 week). This form documents whether adequate notice was provided and helps managers make consistent decisions.
Emergency situations may warrant exceptions, but having a standard process means these exceptions are also documented and don't become the norm.
Shift swaps vs schedule changes
Use this form whether the employee is requesting a shift swap with a colleague or simply asking to change their scheduled hours. Both need management approval to ensure coverage, award compliance and fair treatment.
For shift swaps, both employees involved should sign or acknowledge the arrangement to prevent misunderstandings later.
Approval criteria and fairness
Managers should assess requests based on consistent criteria: operational needs, adequate coverage, notice provided, pattern of previous requests, and fairness to other team members. Document the reasoning for both approvals and denials to demonstrate fair decision-making.
Looking to automate this process? RosterElf's rostering software enables employees to request shift swaps digitally with built-in approval workflows. Our HR software eliminates paper-based shift change requests.
Who should use this form?
Essential for any business with shift workers
Legal disclaimer
This template is designed to reflect Australian workplace standards and Fair Work principles at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry, modern award, enterprise agreement and specific workplace circumstances. For complex situations or disputes, seek independent legal or HR advice.
Regulatory sources
This template is aligned with Australian employment requirements.
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Shift change request form FAQ
- Yes. This template is fully editable. Add your company logo, adjust fields to match your processes, and remove sections that do not apply. Save your customised version as a master template for consistent use across your organisation.
- Most employment records should be kept for at least 7 years as required by Fair Work regulations. Some records, like workers compensation claims or superannuation documents, may need to be kept longer. Store forms securely and consider digitising paper records.
- Ideally at least 7 days notice, though this depends on your business needs and rostering cycle. Emergency requests should be accommodated where possible but may not always be approved. Set clear expectations in your roster notice policy.
- Requests can be declined for legitimate business reasons, but blanket refusals may be unreasonable. Consider each request on its merits. Under modern awards, employers must genuinely consider requests and provide reasons for refusal.
- A shift change modifies or removes a scheduled shift. A shift swap exchanges shifts between two employees. Swaps usually require agreement from both employees and manager approval. Learn more in our shift swap policy template and guide on managing shift swaps.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.