Your team is the backbone of your business, but what happens when they need time off? From parental leave to sick days and everything in between, it is important to understand the different types of leave and how to handle them.
Why? Because thoughtful leave policies can strengthen morale, reduce turnover, and create a workplace where employees feel supported and motivated to give their best.
In this guide, we will cut through the jargon and give you the tools to create clear, effective leave policies that keep your business running smoothly and your team supported.
5 Core Leave Types Every Company Should Have
| Leave Type | Purpose | Standard Allowance |
| Paid Time Off (PTO) | Rest & personal matters | 10–30 days annually. Depending on location and tenure. |
| Sick Leave | Recover from illness or address medical issues | 5–10 days per year. Some countries mandate sick leave, so always check local regulations. |
| Parental Leave | Bond with their child and adjust to their growing family | – Maternity leave: 12–16 weeks – Paternity leave: 1–4 weeks – Adoption leave: 4–12 weeks |
| Bereavement Leave | Grieve and manage personal responsibilities after the loss of a loved one | 3–5 days per occurrence. Flexibility for close family members or extended travel needs. |
| Unpaid Leave | Personal emergencies or life events | No fixed days. Approved on a case-by-case basis. |
14 Main Types Of Leaves For Employees In A Company
Here’s a breakdown of the 14 main types of leaves employees can take:
1. Paid Time Off (PTO)
Paid Time Off (PTO) lets employees take leave for personal reasons, vacation, or rest without specifying a reason. PTO is a competitive benefit that helps attract and retain talent while promoting work-life balance.
Leave Benefits
- Offer 10–20 days of PTO per year, depending on tenure and position.
- Allow employees to earn PTO each month or give them their full allowance at the beginning of the year.
- Let employees carry over any unused PTO from one year to the next, but set a limit on how much PTO they can accumulate.
- Allow employees to use PTO as needed without asking for detailed justification.
- Provide clear guidelines on how to request and track PTO for transparency and fairness.
2. Sick Leave
Sick leave allows employees who are unwell to recover from an illness or attend medical appointments. This shows your care for employee well-being and prevents the spread of illness in the workplace.
Leave Benefits
- Provide 5–10 days of paid sick leave per year, depending on company size and location.
- Allow unused sick leave to carry over into the next year, with a reasonable cap.
- Require a doctor’s note for absences lasting more than 3 consecutive days.
- Offer partial or full pay during sick leave to ease financial stress for employees.
3. Parental Leave
Parental leave is a time off for team members starting or growing their family after the birth, adoption, or fostering of a child. In the US, the Family and Medical Leave Act (FMLA) mandates up to 12 weeks of unpaid parental leave for eligible employees, but paid parental leave is at the company’s discretion.
Employees who feel supported during this significant life event are more likely to remain loyal and engaged, reducing turnover costs.
Leave Benefits
- Provide 6–12 weeks of paid parental leave, aligning with FMLA requirements for job protection.
- Extend leave to include adoption and fostering, ensuring inclusivity.
- Offer a phased return-to-work option where employees can transition back gradually.
- Allow both parents to take leave at the same time or one after the other for more flexibility.
- Consider including short-term disability benefits to support birth mothers during recovery.
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4. Bereavement Leave
Bereavement leave, also known as funeral leave, is taken because of the death of a loved one. This gives employees time to grieve and manage personal arrangements. Plus, this leave demonstrates compassion and helps employees cope during difficult times.
Leave Benefits
- Offer 3–5 days of paid leave per occurrence for immediate family members.
- Provide flexibility for extended paid leave in special circumstances like traveling for funerals.
- Clearly define eligible relationships like spouse, children, parents, or siblings, while allowing discretion for others.
- Include a simple documentation process, like an obituary or funeral program, for verification.
- Give employees a chance to request additional unpaid time off if needed for grieving or personal arrangements.
5. Unpaid Leave
Unpaid leave is an extended time off beyond employees’ paid leave entitlements for personal reasons, emergencies, or life events. In the US, unpaid leave is covered under the Family and Medical Leave Act (FMLA), which mandates up to 12 weeks of unpaid leave for eligible employees in specific situations.
Beyond FMLA, unpaid leave shows flexibility in accommodating employee needs.
Leave Benefits
- Provide employees with up to 12 weeks of unpaid leave annually if required by FMLA or as per company policy.
- Define clear eligibility criteria like employment tenure or specific circumstances such as medical or family emergencies.
- Require employees to submit a formal request and provide relevant documentation for approval.
- Maintain job protection for the duration of unpaid leave, aligning with FMLA standards when applicable.
- Offer flexible options for additional unpaid leave beyond standard allowances to handle unique situations.
6. Vacation Leave
Vacation leave is taken when employees need time off to rest, recharge, or spend time on personal activities. Well-rested employees return to work more focused, energized, and creative, which drives improved performance and efficiency.
Leave Benefits
- Offer 10–20 days of paid vacation leave per year, based on tenure or seniority.
- Give employees vacation days each month or allocate all their days at the start of the year.
- Let employees carry over unused vacation days to the next year but set a limit to avoid too many days piling up.
- Provide flexible scheduling to let employees plan vacations around their needs.
- Set clear rules for times when employees can’t take vacation, like during busy seasons.
7. Medical Or Disability Leave
Medical or disability leave is time off for employees who need to recover from a serious illness, injury, or medical condition, or to manage long-term disabilities. In the US, the Family Medical Leave Act (FMLA) allows eligible employees up to 12 weeks of unpaid, job-protected medical leave.
Leave Benefits
- Offer 12 weeks of unpaid leave per year to eligible employees in line with FMLA requirements.
- Provide short-term disability benefits, covering a percentage of the employee’s salary during recovery.
- If feasible, extend unpaid leave beyond the FMLA period for long-term medical conditions.
- Require a doctor’s certification to validate the need for leave and ensure eligibility.
- Include options for reasonable accommodations like modified duties or a phased return-to-work plan.
8. Jury Duty Or Civic Leave
Jury duty or civic leaves are given to employees summoned to serve on a jury or fulfill other civic responsibilities like acting as a witness in court. In the US, many states require employers to provide unpaid leave for jury duty, while some states mandate paid leave.
Leave Benefits
- Give up to 10 days per year for jury duty or civic responsibilities, depending on the service duration.
- Offer paid leave for the first few days of jury service, as required by some states.
- Require employees to submit a jury summons or court documentation to validate the leave.
- Make sure employees retain their job and benefits during the leave period.
- Provide flexibility to make up for missed work if jury duty or civic engagement is brief.
???? Did You Know?
68% of employees prefer work-life balance over higher pay.
(Source)
9. Sabbatical Leave
Sabbatical leave is an extended period off granted to employees for personal development, research, or pursuing personal interests. This leave is a reward for long-term service and encourages employees to stay with your company for years. Plus, employees return from sabbaticals with fresh ideas and perspectives that drive innovation and problem-solving.
Leave Benefits
- Offer sabbatical leave after 5–7 years of continuous service, as a reward for loyalty.
- Provide 1–6 months of unpaid or partially paid leave, depending on company policy and role.
- Let employees use the leave for personal growth, travel, education, or volunteering.
- Ensure job security by guaranteeing the same or a comparable role upon their return.
- Provide clear guidelines for planning and approval to ensure business continuity during their absence.
10. Military Leave
Military leave is granted to team members called to serve in the armed forces, attend training, or fulfill other military obligations. In the US, the Uniformed Services Employment and Reemployment Rights Act (USERRA) mandates that employers provide unpaid, job-protected leave for military service and protect employees’ job security during and after their service.
Leave Benefits
- Comply with USERRA by offering unpaid leave for the entire duration of military service.
- Provide paid leave for short-term military training or weekend drills as a company prerogative.
- Ensure job security by reinstating employees in their previous or equivalent roles upon their return.
- Maintain healthcare coverage for employees during military leave, as required by law.
- Include clear documentation requirements like official military orders to verify leave requests.
11. Compassionate Leave
Compassionate leave is time off provided for employees who need to care for a critically ill or injured family member or to handle personal emergencies. This leave shows empathy and can help employees manage difficult situations without added stress.
Leave Benefits
- Offer 3–5 days of paid leave per occurrence for immediate family emergencies.
- Provide additional unpaid leave if the situation requires extended time off.
- Let employees submit minimal documentation, like a doctor’s note or hospital records, to validate the request.
- Define eligible family members, including spouses, children, parents, or siblings.
- Ensure flexibility in approval for urgent and unforeseen situations.
12. Religious Or Cultural Leave
Religious or cultural leave allows employees to observe religious practices, attend ceremonies, or participate in cultural events. In the US, employers are required by the Civil Rights Act to make reasonable adjustments for religious practices unless it creates a significant problem for the business.
This leave recognizes and accommodates cultural diversity that strengthens team relationships and mutual respect among employees.
Leave Benefits
- Offer 1–3 days of paid leave annually for major religious or cultural events.
- Allow employees to use unpaid leave or existing PTO for additional days if needed.
- Provide flexibility for employees to request leave for lesser-known religious or cultural practices.
- Establish a clear process for employees to submit leave requests in advance.
- Ensure inclusivity by avoiding restrictions to specific religions or cultures.
13. Public Holidays
Public holidays are days off provided for nationally or locally recognized holidays like Independence Day or Thanksgiving. Acknowledging public holidays demonstrates your respect for national and cultural traditions, which creates a more inclusive work environment.
Leave Benefits
- Offer 6–12 paid public holidays per year, depending on regional norms and industry standards.
- Provide an option for holiday pay for employees who must work on public holidays (1.5x or 2x their regular rate).
- Allow employees from diverse backgrounds to substitute public holidays for religious or cultural observances.
- Ensure a clear holiday schedule is shared annually to help employees plan ahead.
- Include provisions for floating holidays to give employees flexibility in their time off.
14. Study Or Exam Leave
Study or exam leave helps employees prepare for exams, attend educational courses, or complete academic projects. This lets employees upskill and improve job performance, especially if their studies are relevant to their role.
Leave Benefits
- Offer 3–10 days of paid or unpaid leave per year, depending on the nature of the course or exams.
- Allow employees to use the leave for exam preparation, attending classes, or completing assignments.
- Require employees to submit proof, like an exam schedule or course enrollment, when requesting leave.
- Consider reimbursing fees or offering education assistance for courses directly tied to their job.
- Encourage employees to discuss how their education aligns with company goals.
6 Different Types Of Leave For Special Circumstances
Now, let’s explore 6 additional types of leave for unique and special circumstances:
1. Volunteer Leave
Volunteer leave allows employees to participate in community service or charitable activities like environmental cleanups, mentoring programs, or disaster relief efforts. This is a company prerogative offered as part of corporate social responsibility (CSR) initiatives. Plus, this helps your business build goodwill and stronger connections within the local community.
Leave Benefits
- Offer 1–5 days of paid leave per year specifically for volunteering activities.
- Give employees the freedom to choose causes that align with their values or support company-sponsored initiatives.
- Provide flexible schedules to accommodate events or activities outside of standard working hours.
- Require employees to submit a volunteer request form with details of the organization or event.
- Organize team volunteering days for collaboration and community impact.
2. Election Leave
Election leave is the time for employees to vote, serve as election officials, or participate in other election-related duties. In the US, many states require employers to provide time off for voting, with policies varying by state regarding whether the leave is paid or unpaid. Employers are encouraged to support civic engagement by offering flexibility on election days.
Leave Benefits
- Provide 2–4 hours of paid leave for voting, as mandated in many states.
- Allow additional unpaid leave for employees who serve as election officials or volunteers.
- Ensure leave requests are submitted in advance to avoid scheduling conflicts.
- Create a flexible work schedule on election days to accommodate voting times.
- Post information about state-specific voting rights and leave policies in the workplace.
???? Here’s A Kicker
92% of employees value companies that support mental health.
(Source)
3. Quarantine Or Isolation Leave
Quarantine or isolation leave is given when employees are required to stay home because of exposure to contagious diseases or during mandated quarantine periods. Giving employees this leave helps prevent the spread of contagious illnesses and ensures a healthier workforce. It also aligns with public health guidelines and avoids potential legal or reputational risks.
Leave Benefits
- Provide 10–14 days of paid leave for employees under quarantine or isolation orders.
- Allow employees to use existing sick leave or PTO if no dedicated quarantine leave is available.
- Require documentation, like a doctor’s note or public health directive, to validate the leave.
- Offer remote work options if employees are well enough to perform their duties while isolated.
- Include provisions for additional unpaid leave if the isolation period extends beyond the paid leave allowance.
4. Marriage Leave
Marriage leave allows your employees to prepare for and celebrate their weddings. Time off for personal celebrations helps employees feel balanced and appreciated, which reduces burnout.
Leave Benefits
- Provide 3–5 days of paid leave for employees getting married.
- Allow employees to combine marriage leave with vacation or PTO for extended celebrations.
- Require employees to notify HR at least 30 days in advance to ensure proper scheduling.
- Include provisions for cultural or religious wedding ceremonies that may require additional days off.
- Provide flexible schedules to accommodate travel or wedding preparation.
5. Relocation Leave
Relocation leave supports your employees who need to move to a new residence for job-related transfers or personal reasons. Offering this leave, especially for job-related moves, can ease the transition and minimize stress for employees.
Leave Benefits
- Provide 2–5 days of paid leave for employees relocating for job-related reasons.
- Allow employees to combine relocation leave with vacation or unpaid leave for extended moves.
- Offer flexible schedules to accommodate moving timelines and unexpected delays.
- Include support for relocation logistics like reimbursement for moving expenses or temporary housing.
- Require employees to notify HR in advance and submit proof of relocation like a lease agreement or moving contract.
6. Mental Health Leave
Mental health leave addresses employees’ stress, anxiety, or depression. In the US, there is no federal law for mental health leave, but employees may qualify under the Family and Medical Leave Act (FMLA) if their condition meets the definition of a serious health condition.
This helps your employees recharge and return to work more focused, improving overall performance.
Leave Benefits
- Allow at least 5–10 days per year for mental health leave, either as part of or separate from sick leave.
- Consider offering paid leave to encourage employees to seek help without financial stress.
- Provide flexible schedules to accommodate therapy appointments or recovery periods.
- Ensure confidentiality and support through access to Employee Assistance Programs (EAPs).
- Provide clear guidelines on how employees can request mental health leave that emphasizes a non-judgmental approach.
How To Create Your HR Leave Policy + Free Template
Here’s a step-by-step guide to help you create a clear and effective HR leave policy:
- List all leave types your company will offer, like PTO, sick leave, parental leave, special circumstances leave, and leave of absence.
- Research labor laws and regulations in your region for compliance, including mandated leave allowances.
- Specify who qualifies for each type of leave (full-time employees, part-time staff, or probationary employees).
- Determine how many days employees can take for each leave type annually.
- Outline how employees should request leave, who approves it, and any required documentation.
- Decide if unused leave can be carried forward, paid out, or forfeited at the end of the year.
- Create a handbook or intranet resource that explains the policy in simple terms and answers common questions.
Leave Policy Template
Here’s a ready-to-use leave policy template you can customize to your needs:
| [Company Name] Leave Policy 1. Purpose This leave policy outlines the types of leave available to employees, the eligibility criteria, and the procedures for requesting and approving leave. It aims to ensure fairness, compliance with labor laws, and support for employee well-being. 2. Scope This policy applies to all employees of [Company Name], including full-time, part-time, and contract staff. 3. Types of Leave – Paid Time Off (PTO): [X days per year for full-time employees, prorated for part-time employees.] – Sick Leave: [X days per year; a medical certificate is required for absences over [X days].] – Parental Leave: [Maternity, paternity, and adoption leave as per legal guidelines or company policy.] – Bereavement Leave: [X days per occurrence for the loss of immediate family members.] – Unpaid Leave: [Available on a case-by-case basis with managerial approval.] – [Add additional leave types relevant to your company like sabbatical, volunteer, or cultural leave.] 4. Eligibility – All employees are eligible for leave as outlined above after [X months] of employment. – Leave entitlements may vary based on employment type (full-time, part-time, or contract). 5. Leave Accrual and Carryover – Leave accrues monthly/yearly. – Unused leave [can/cannot] be carried over to the following year. If allowed, a maximum of [X days] may be carried forward. 6. Leave Request Process – Submit leave requests using [specific tool, form, or process]. – Requests must be made at least [X days] in advance, except in emergencies. – Include required documentation (e.g., medical certificate, jury summons) if applicable. 7. Approval and Notification – Leave requests will be reviewed by [Manager/Supervisor/HR] within [X business days]. – Employees will be notified of the decision via [email, system, or other communication method]. 8. Leave Without Pay (LWOP) – LWOP may be granted for personal emergencies or special circumstances with prior approval from management. 9. Policy Violations – Failure to follow the leave policy or provide required documentation may result in disciplinary action. 10. Policy Review This policy will be reviewed annually to ensure compliance with laws and company needs. Acknowledgment I have read and understood [Company Name]’s Leave Policy. I agree to adhere to the guidelines and procedures outlined above. Employee Name: _______________________ Signature: ______________________________ Date: ____________________________________ |
How You Can Keep Track Of Leaves Taken
Here’s a simple guide to help you manage and track employee leaves seamlessly:
- Tools like BambooHR, Zoho People, or Gusto let you track leave balances, approvals, and trends in one central system. Use features like automated leave tracking, calendar integrations, and reporting dashboards.
- Use Google Calendar or Microsoft Outlook to create a shared leave calendar where all team absences are visible for transparency and easy scheduling.
- Apps like LeaveBoard or Timetastic provide features for employee self-service leave requests, real-time tracking, and custom leave policies.
- Use Excel or Google Sheets to create a shared leave log with details like employee name, leave type, date, and status. Include formulas for automatic balance calculations.
- Assign HR or managers to review leave records quarterly to ensure accuracy, identify patterns, and address potential issues.
???? This Might Surprise You
46% of employees don’t use all their vacation days.
(Source)
Leave Documentation: What To Require From Employees When Taking A Leave
Here’s what employees need to provide to successfully file a leave request:
- Leave request form
- Applicable for: All types of leave.
- Details to include: Employee name, leave type, dates, reason for leave (if applicable), and manager approval.
- Medical certificate
- Applicable for: Sick leave, medical leave, and disability leave.
- Purpose: To confirm the employee’s inability to work due to health reasons or the need for extended recovery.
- Proof of parental status
- Applicable for: Parental leave, and adoption leave.
- Purpose: Documentation like birth certificates, adoption papers, or hospital records to confirm eligibility.
- Death certificate
- Applicable for: Bereavement leave.
- Purpose: To validate the leave request for a family member’s passing.
- Military or jury duty summons
- Applicable for: Military leave, jury duty leave.
- Purpose: Legal documents showing the employee’s obligation to serve.
- Emergency documentation
- Applicable for: Unpaid leave for emergencies, compassionate leave.
- Purpose: Evidence like police reports or supporting letters to explain the emergency situation.
- Managerial approval
- Applicable for: All leave types.
- Purpose: Confirmation from the manager or HR to formalize the leave request.
Conclusion
Employee leave policies are a way to show your team you value their well-being while keeping your business organized. By understanding the different types of leave, you can create clear, fair, and compliant policies that meet both legal standards and employee needs. Use tools to simplify leave tracking and communicate openly with your team to foster trust, accountability, and a culture of support.
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FAQs
What are the categories of leave?
Categories of leave include paid leave ( vacation and sick leave), unpaid leave, special circumstances leave (like parental or bereavement leave), and mandatory leave (jury duty or military leave). These categories address different employee needs while ensuring workplace flexibility and compliance.
Is sick leave or vacation leave convertible to cash?
Yes, some companies allow unused sick or vacation leave to be converted to cash at the end of the year or employment. This policy depends on the organization and local labor laws.
What is accrued leave?
Accrued leave refers to leave earned over time as employees work. For example, employees earn 1 vacation day per month, which they can use once accumulated.
Is leave without pay legal?
Yes, leave without pay is legal when offered as an option to employees who need extended time off beyond paid leave. It must comply with labor laws and be agreed upon by both the employer and employee.
