Sick Leave Policy

Define guidelines to manage an employee's absence from work due to sickness

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Sick Leave Policy-undefined

The Sick Leave Policy is a must for all organisations as there is uncertainty due to unplanned/unannounced leave(s) availed by employees in case of sickness. This policy provides clear guidelines to both employees as well as managers to ensure employee wellbeing and manage continuity of business during an employee's absence from work due to common sickness.

This policy template is available for download in Word format.

With this Sick Leave Policy template, you can:

  • Provide clarity on what constitutes sick leave
  • Ensure the policy is standardised with other policy guidelines
  • Communicate clearly with no distinction within employee groups
  • Save time and effort of managers/HR in administrative work

In just a few minutes, you will be able to Sick Leave Policy. This template covers vital information like:

  • Communication with concerned Manager/HR
  • Eligibilities and procedures for availing such leaves
  • Submission of medical certificates, where required and more..

Sick Leave Policy


The Sick Leave Policy at < Company Name Here > aims to reinforce the organisations commitment towards health and well-being for all employees. The objective of the Sick Leave Policy is to provide standard guidelines for smooth administration of the policy and also to be in compliance with the Labour laws of India.

Scope and Applicability

This policy applies to all employees of < Company Name Here >.

Sick leave can be availed by an employee in case of illness. It forms a part of the annual leave quotas provided to all employees at the beginning of the year.

< Company Name > reserves the right to approve, reject, cancel or postpone any Sick Leave based on the proof provided.

This policy is owned by < Name of the Person > and reachable @ < Contact Number > and < email address >

Policy / Process


An employee may apply for sick leave in the event of an inability to attend to work or perform duties due to illness. < Company Name Here > provides [ N days per month ] of paid sick leave. This leave is in addition to the other types of leaves as prescribed under HR Leave policies.

Sick leave can be taken for minimum of 0.5 to maximum of [ n days ]

There is no sick leave carry-forward or encashment.

At the end of the calendar year, any unavailed sick leave will lapse automatically.

For all sick leaves in excess of [ n days ], a medical certificate needs to be submitted to HR.

Sick leave can be appended with earned leave in case of emergencies or extended sickness. Employees must obtain the approval of their respective Managers.

For new joinees & resigned employees, sick leaves will be prorated appropriately as per their date of joining or last working date, as the case may be.

How does Sick Leave work

Employees can take sick leave when they need to:

  • Recover from sudden illness
  • Recover from accidents/injuries
  • Receive psychological care or counselling, when necessary
  • Employees who want to attend routine healthcare (e.g. doctor’s/dentist’s appointments) should use their other leaves.


When employees want to use their sick leave, they should notify their supervisor as soon as possible, either through call or email. They should also inform the supervisor for how long they’ll be absent (if possible) or report daily for every day of sick leave.

Under certain circumstances, employees might need to submit a physician’s note or other medical certification and/or complete a sick leave form. Those circumstances include, but are not limited to:

Being absent for more than [n days] on sick leave. Cases when a pattern arises (e.g. employees plead sick at a specific time each week.)

Special Circumstance and Exception

Any deviation from this policy has to be approved by HR. Any changes to the policy have to be approved by Legal and Compliance.

Non-compliance and Consequence

Non-compliance to or misuse of this policy will lead to disciplinary action by HR, including up to termination of employment contract.

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This template is meant to provide general guidelines and should be used as a reference. This is not a legal document. greytHR will not assume any legal liability that may arise from the use of this template.
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