What is a sick leave policy?
A sick leave policy is a workplace policy that sets out how many paid sick days employees get, how to notify a manager when they need one, and when a doctor's note is required, so nobody has to guess the rules while they're unwell.
When should your company use one?
A sick leave policy is one of the first policies most companies need, since paid sick leave is legally required in many jurisdictions and employees will need to take it from day one. Having it in writing also avoids inconsistent, case-by-case decisions about pay and documentation.
Free sick leave policy template
Use the template below as your starting point. It covers entitlement, notification, and documentation, and it's ready to copy into your employee handbook.
Purpose
This policy explains [Company Name]'s sick leave entitlement and the process for taking it, so employees can rest and recover without worrying about pay or job security, and managers can plan around expected absences.
Scope
This policy applies to all full-time employees. Part-time employees receive sick leave on a pro-rated basis according to their scheduled hours, unless local law requires otherwise.
Sick leave entitlement
Full-time employees receive [X] paid sick days per year, [accrued each pay period / granted in full at the start of the year]. This entitlement covers the employee's own illness or injury, medical appointments, and caring for an immediate family member who is sick.
Notifying your manager
Employees who need to take a sick day should:
- Notify their manager as early as possible, ideally before their shift starts
- Use [Slack / email / the HR system] to log the absence
- Provide an estimated return date, updating it if the illness continues longer than expected
Documentation requirements
A doctor's note is not required for short absences. For sick leave lasting more than [X] consecutive days, employees must provide a note from a healthcare provider confirming they are fit to return to work.
Extended illness and medical leave
Illnesses that require more time than this policy's standard entitlement are handled under [Company Name]'s leave of absence policy, which covers longer medical leave and any applicable job-protection requirements.
Unused sick leave
[Unused sick days do not carry over to the next year / Up to X unused sick days carry over to the next year], in line with applicable local law. Sick leave is not paid out upon termination unless required by law.
Return to work
Employees returning from sick leave should check in with their manager on their first day back to catch up on anything they missed. No formal return-to-work interview is required for standard short-term absences.
How to customize the template
Paid sick leave minimums vary significantly by state and country. Confirm your local requirements for accrual rate, carryover, and documentation before finalizing the bracketed numbers in this template.
Legal and practical considerations
Paid sick leave is legally mandated in many states and countries, with specific rules on accrual rate, carryover, and job protection, so the bracketed numbers in this template need to be checked against your local requirements before publishing. Keep sick leave records separate from general attendance tracking, since some jurisdictions treat medical absences with additional privacy protections.
Rollout checklist
Once the template is customized, a few practical steps make sure it's compliant and clear:
- Confirm your local legal minimums for accrual, carryover, and documentation
- Fill in the entitlement, notification method, and documentation threshold
- Add it to your employee handbook and internal policy library
- Communicate it to all employees, including how to log an absence
- Include it in new hire onboarding
- Review it whenever local sick leave law changes
