Leave and absence policy template for an employee handbook: free
Also known as: Absence policy template, Sick leave policy template, Employee leave policy, Handbook leave section
A free leave and absence section for an employee handbook. It covers annual leave, sick leave, family and parental leave, bereavement, unpaid leave, unplanned absence and the return to work, with placeholders where the numbers depend on your country and your company.
Employees need to know three things when they cannot be at work: who to tell, what pay they keep and what proof they have to give. This section answers them for each type of absence in one place. It links to the detailed PTO policy for annual leave and keeps the other types short. Many of the numbers, such as the days of sick pay or the length of parental leave, come from the law, so the template asks you to fill them in from your local rules.
SECTION HEADER
[COMPANY LEGAL NAME] Leave and Absence Version: [1.0] Effective date: [YYYY-MM-DD] Applies to: [ALL EMPLOYEES / THE GROUPS LISTED] Owner: [HR / PEOPLE TEAM / ROLE]
1. ANNUAL LEAVE
Annual leave is described in our PTO policy: [LINK TO PTO POLICY]. In short, full-time employees receive [NUMBER] paid working days per year, and you request leave through [HR SYSTEM / MANAGER].
2. SICK LEAVE
If you cannot work because of illness or injury: - Tell [MANAGER] as early as you can, and no later than [TIME] on the first day of absence, by [PHONE / MESSAGE / E-MAIL]. - From the [FOURTH] consecutive day of absence, or as the law requires, send a medical certificate to [HR CONTACT]. - Sick pay: [DESCRIBE: THE PAY YOU RECEIVE AND FROM WHOM, FOR EXAMPLE THE COMPANY PAYS [X]% FOR THE FIRST [N] DAYS, THEN SOCIAL INSURANCE PAYS ACCORDING TO LOCAL RULES]. - Stay in touch with [MANAGER] about your expected return date when the absence is longer than [NUMBER] days. Do not use annual leave for days when you are ill, unless you ask to.
3. MATERNITY, PATERNITY AND PARENTAL LEAVE
Employees are entitled to maternity, paternity and parental leave as set out in the law of the country in which they work. For [COUNTRY]: [DESCRIBE THE LEAVE TYPES, THE LENGTH, WHO PAYS AND THE NOTICE REQUIRED]. Beyond the legal minimum, [COMPANY NAME] provides [ADDITIONAL PAID WEEKS / TOP-UP PAY / FLEXIBLE RETURN OPTIONS / NO ADDITIONAL BENEFIT]. Please tell [HR CONTACT] as early as you can so that we can plan cover and explain your options. Your job is protected during these leaves as the law requires.
4. BEREAVEMENT AND EMERGENCY LEAVE
If a close family member dies, you may take [NUMBER] paid days of bereavement leave. Close family means [SPOUSE OR PARTNER, PARENT, CHILD, SIBLING, GRANDPARENT, OTHER: LIST]. For other family members or close friends, [NUMBER] days apply. If you need more time, talk to [MANAGER]; we will find a solution that works for you. For urgent family emergencies, such as a sudden illness of a child or a dependent, you may take up to [NUMBER] days of [PAID / UNPAID] leave. Tell [MANAGER] as soon as you can.
5. UNPAID AND SPECIAL LEAVE
You may ask for unpaid leave of up to [NUMBER] [DAYS / WEEKS / MONTHS] for personal reasons, study or other circumstances. Requests are decided by [ROLE] based on business needs. Leave is [APPROVED / NOT APPROVED] in advance unless the law gives you a right to it. While you are on unpaid leave, [BENEFITS CONTINUE / BENEFITS ARE SUSPENDED] and leave does not accrue.
6. UNPLANNED OR UNAUTHORIZED ABSENCE
If you are absent and have not told [MANAGER], we will try to reach you. If we cannot reach you and you have not contacted us within [NUMBER] working days, we will treat the absence as unauthorized and may start the process described in our Code of Conduct. Pay for unauthorized absence is [NOT PAID / HANDLED ACCORDING TO LOCAL LAW].
7. PUBLIC HOLIDAYS
Public holidays in the country in which you work are non-working days. The calendar is available at [LINK / LOCATION]. How a public holiday that falls inside a period of leave is counted is explained in the PTO policy.
8. RETURNING TO WORK
When you return after an absence of more than [NUMBER] days, [MANAGER] will meet you to bring you up to date and to agree any support you need. If you return after a long illness, we will talk with you about [A PHASED RETURN, ADJUSTMENTS TO YOUR WORK, OCCUPATIONAL HEALTH SUPPORT] as appropriate and as the law requires.
When to use this template
- You are building a handbook and need one section that covers all absences
- Managers answer the same absence questions again and again
- You are adding a country and need to show the local statutory leave next to your own rules
What to define for every type of leave
- Who is eligible, and from which day of employment
- How many days or weeks, and whether they are calendar or working days
- Whether the leave is paid, partly paid or unpaid, and who pays (employer, social insurance or both)
- How to notify, whom to notify and by when
- What proof is needed, such as a medical certificate
- What happens to benefits and leave accrual during the absence
Customization notes
Section 2: keep the sick pay description factual and specific to each country. Who pays and how much differs sharply: some countries use social insurance, others make the employer pay for a set number of days. Section 3: copy the legal minimums from the official source for each country and add your own top-ups below them. Do not paraphrase the law from memory. Section 4: decide on a definition of close family that fits your workforce. A narrow list that excludes partners or chosen family causes avoidable problems. Section 6: do not skip the line about trying to reach the employee. In some countries an employee who does not show up can be dismissed only after a prescribed procedure. Medical information is sensitive personal data. Say who receives certificates and who does not, and keep the diagnosis out of manager files.
Frequently asked questions
What should a leave and absence policy cover?
Annual leave, sick leave, maternity, paternity and parental leave, bereavement and emergency leave, unpaid leave, unplanned absence and the return to work, with notification rules, pay and proof for each.
Is a medical certificate always required for sick leave?
No. Many employers ask for one only after a number of days, and in some countries the law decides when it is needed and who issues it. State your rule and follow the local one where it is stricter.
Can an employee use annual leave instead of sick leave?
Only if they choose to. Ill days should not be taken from the annual leave balance by default. Where the employee falls ill during annual leave, some countries restore the leave days, so check the local rule.
How long should bereavement leave be?
There is no single standard. Statutory entitlements differ by country, and many companies give more than the law. Three to five paid days for close family is a common choice, which you should adjust to your own budget and local rules.