Sick Leave Policy Template
A sick leave policy template covering entitlement, notification, documentation, and pay so absences for illness are handled fairly, consistently, and compliantly.
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What you get
- Adoptable sick leave prose with purpose, scope, and entitlement
- Clear notification and documentation requirements
- Rules for paid vs. unpaid leave and extended absence
- A fields block for company name and effective date
Template preview
The structure, not the finished file. The PDF and CSV carry the complete version.
Policy details
- Company name
- Effective date
- Notification contact— e.g. direct manager
1. Purpose
[Company name] provides sick leave so employees can recover from illness or injury without losing income or job security. This policy explains how much sick leave is available, how to report an absence, when documentation is required, and how sick pay works. It supports employee wellbeing and protects the workplace from avoidable contagion.
2. Scope & eligibility
This policy applies to all [eligible] employees of [Company name] from their start date, subject to any waiting period required by law. Part-time employees receive a pro-rata entitlement. It covers personal illness or injury and, where stated, time off to care for an immediate family member.
3. Entitlement
Employees are entitled to [X] days of paid sick leave per [year], in addition to any statutory minimum. Sick leave [does / does not] carry over to the next year and [is / is not] paid out on termination. Once paid sick leave is exhausted, additional absence may be unpaid or covered by other leave types where applicable.
4. Reporting an absence
Notify early so the team can plan cover.
The preview stops here; the template continues in the download.
How to use this template
- Set the entitlement. Confirm your statutory minimum sick-leave entitlement and set your company allowance at or above it.
- Define the process. Decide how employees notify managers and when a doctor's note is required, then fill in the placeholders.
- Communicate clearly. Publish it, brief managers on consistent application, and collect employee acknowledgement.
Frequently asked questions
How is sick leave different from PTO?
Sick leave is reserved for illness or injury and often carries statutory entitlements and documentation rules. PTO is general-purpose time off scheduled in advance. Keeping them separate makes compliance and reporting cleaner.
When can we ask for a doctor's note?
Most policies require a medical certificate after a set number of consecutive days (commonly three) or for recurring absences. Be consistent and check local limits on what documentation you can request.
Do we have to pay out unused sick leave?
Usually no — unlike PTO, sick leave is typically not paid out on termination. However, some jurisdictions have specific rules, so confirm your local requirements before setting this term.