Free Leave Policy Template
This is a free, editable leave policy template for teams of any size. Every entitlement, notice period, and rule is written as a fill-in-the-blank placeholder so you can adapt it to your company and local laws. Replace each bracketed value, delete the sections you do not need, and you have a policy ready to share with your team.
Leave types
Define the categories of leave your policy covers. Common types are annual (paid vacation) leave, sick leave, casual leave, unpaid leave, and parental leave. State that [Company Name] offers [list the leave types you support], and note which types are paid and which are unpaid so employees understand how each one affects their salary.
Entitlement
Set out how much of each leave type an employee earns. For example, full-time employees are entitled to [X] days of annual leave and [Y] days of sick leave per [year or calendar year]. Explain whether leave accrues gradually over the year or is granted up front, and how entitlement is prorated for part-time employees or those who join partway through the year.
Requesting leave
Describe how an employee submits a request. State that leave should be requested through [your chosen method, for example an HR system, a form, or a manager] and include the start date, end date, and leave type. Note that requests are not confirmed until they are formally approved, and that employees should not book travel or commitments before that.
Approval
Explain who reviews and approves requests. Typically the employee's [direct manager or team lead] approves leave, with [HR or a second approver] involved for longer absences. State the target response time, for example requests will be answered within [X] working days, and outline how conflicts are handled when several people request the same period.
Notice periods
Set the notice you expect for each situation. For planned leave, employees should give at least [X] working days notice, or [X] weeks for absences longer than [Y] days. For sick leave, employees should notify their manager by [time, for example the start of their shift] and may be asked for supporting documentation for absences longer than [Z] days.
Carry-over
Clarify what happens to unused leave at the end of the period. State whether employees may carry over up to [X] days into the next [year], whether any balance is paid out, or whether unused days are forfeited. If carried-over leave must be used by a certain date, state that deadline clearly.
Public holidays
List how public holidays are treated. State that employees are entitled to the public holidays observed in [region or country] and that these do not count against annual leave. Explain what happens when a holiday falls on a non-working day, and how employees who work on a holiday are compensated, for example with [time off in lieu or a premium rate].
Work from home and remote days
If your team works flexibly, describe how remote or work-from-home days are handled separately from leave. State that these days are not deducted from any leave balance, how they should be logged, and any limits such as up to [X] remote days per [week or month] subject to manager approval.
Return to work and records
Explain expectations around returning from leave. State that employees should confirm their return date if it changes, and that [Company Name] keeps a record of all leave taken. Note who employees should contact with questions about their balance, entitlement, or this policy.
How to use this template
- 1Download the Markdown file and open it in any text editor, document app, or your company wiki.
- 2Replace every bracketed placeholder, for example [Company Name] and [X] days, with your own values.
- 3Delete any sections that do not apply to your team and add any leave types specific to your region.
- 4Have the policy reviewed for compliance with your local labour laws, then share the final version with your team.
Do it automatically in Tickin
Frequently asked questions
- Is this leave policy template free to use?
- Yes. The template is free to download, edit, and use inside your organisation. You can adapt it however you need for your own team.
- Does it work for any country?
- The structure is designed to be reusable anywhere. Because leave rules and minimum entitlements vary by country, fill in the placeholders with values that meet your local labour laws and have the result reviewed before you publish it.
- How many days of leave should I put in?
- That depends on your local laws and what your company chooses to offer. Set the [X] and [Y] placeholders to at least the statutory minimum for your region, then add any extra your company provides.
- What format is the download?
- It is a plain Markdown (.md) file, so it opens in any editor and pastes cleanly into a document, wiki, or handbook.