Compassionate and Urgent Leave Policy Template

Effective Date: [Insert Date]

Review Date: [Insert Date]

Policy Owner: Human Resources Department

1. Purpose and Scope

This policy outlines the provisions for compassionate and urgent leave available to all employees of [Company Name]. We recognize that unexpected and distressing circumstances may arise in employees' personal lives that require immediate attention and time away from work. This policy aims to provide support during such difficult times while maintaining operational requirements.

This policy applies to all permanent, fixed-term, and probationary employees.

2. Policy Statement

[Company Name] is committed to supporting employees through difficult personal circumstances. We acknowledge that there are times when employees need to be away from work due to urgent family matters, bereavement, or other compassionate reasons. This policy ensures employees can take necessary time off while receiving appropriate support from the organization.

3. Definitions

3.1 Compassionate Leave

Time off granted to employees to deal with the death or critical illness of an immediate family member or close relative, or to attend their funeral.

3.2 Urgent Leave

Time off granted for unexpected emergencies or urgent situations that require the employee's immediate attention and cannot reasonably be scheduled outside of working hours.

3.3 Immediate Family

For the purposes of this policy, immediate family includes:

• Spouse or domestic partner
• Children (including biological, adopted, step, and foster children)
• Parents (including biological, adopted, step, and foster parents)
• Siblings
• Grandparents and grandchildren
• Parents-in-law

4. Entitlement

4.1 Compassionate Leave Entitlement

4.2 Urgent Leave Entitlement

Employees are entitled to up to 3 days of paid urgent leave per calendar year for genuine emergencies, including but not limited to:

• Unexpected childcare breakdown
• Emergency home repairs (flooding, fire, break-in)
• Urgent medical appointments that cannot be scheduled outside work hours
• Dependency care emergencies
• Court appearances (non-work related)
• Other genuine unforeseen circumstances requiring immediate attention

Note: Urgent leave is not intended for routine appointments or matters that can be scheduled outside of working hours.

5. Application Process

5.1 Notification Requirements

Employees should notify their immediate supervisor or manager as soon as possible when compassionate or urgent leave is required. While advance notice may not always be possible, employees should communicate:

• The reason for the leave request
• The expected duration of absence
• Any urgent work matters requiring immediate attention
• Contact information (if appropriate and available)

5.2 Formal Request

Within a reasonable timeframe following the leave (typically within 5 working days of return), employees must submit a formal leave application through [company system/HR department] including:

• Completed leave application form
• Brief explanation of circumstances
• Supporting documentation where applicable (e.g., death certificate, funeral notice, medical certificate)

5.3 Documentation

The company may request appropriate documentation to support the leave request. We recognize the sensitive nature of these situations and will handle all information with discretion and confidentiality. Documentation requirements will be reasonable and proportionate to the circumstances.

6. Manager Responsibilities

Managers and supervisors are responsible for:

• Responding to leave requests with empathy and understanding
• Approving compassionate and urgent leave requests in accordance with this policy
• Maintaining confidentiality regarding the circumstances of leave
• Making reasonable work arrangements to accommodate the employee's absence
• Following up with the employee upon their return to offer support
• Escalating exceptional circumstances to HR for consideration

7. Additional Support

[Company Name] recognizes that returning to work after a difficult personal circumstance can be challenging. The following support measures are available:

• Flexible working arrangements (where operationally feasible)
• Phased return to work
• Access to Employee Assistance Program (EAP) for counseling services
• Temporary adjustment of duties or workload
• Additional unpaid leave if required

8. Exceptional Circumstances

We understand that every situation is unique. In exceptional circumstances requiring leave beyond the standard entitlements outlined in this policy, employees should discuss their situation with their manager and Human Resources. Each case will be considered on its individual merits, taking into account:

• The nature and severity of the circumstances
• The employee's relationship to the person affected
• The employee's service record and leave history
• Operational requirements

9. Confidentiality

All information relating to compassionate and urgent leave requests will be treated with the strictest confidence. Information will only be shared on a need-to-know basis and with the employee's consent, except where required by law.

10. Interaction with Other Leave

Compassionate and urgent leave is separate from and in addition to annual leave entitlements. However, employees may choose to use annual leave in conjunction with or following compassionate/urgent leave if additional time off is required.

This leave does not affect sick leave entitlements and should not be recorded as sick leave.

11. International/Remote Employees

For employees working internationally or remotely, compassionate and urgent leave provisions apply in accordance with this policy, taking into consideration any applicable local laws and reasonable travel time requirements.

12. Abuse of Policy

While we trust our employees to use this leave appropriately, any suspected abuse of this policy will be investigated and may result in disciplinary action in accordance with the company's disciplinary procedures.

13. Policy Review

This policy will be reviewed annually or as required to ensure it remains current and meets the needs of employees and the organization.

14. Questions and Contact Information

For questions about this policy or to discuss specific circumstances, please contact:

Human Resources Department

Email: [HR email address]

Phone: [HR phone number]

Office: [Location]

Policy Approval:

Signature

[Name]

[Title]

Date: _______________

Signature

[Name]

[Title]

Date: _______________

1. PURPOSE

1. 1.1. To standardize the processing of Compassionate and Urgent Leave requests. Compassionate leave is defined as the leave which may be provided to an employee due to the bereavement or passing away of a direct family member.

2. 1.2. Urgent leave may be provided to an Employee due to the extremely serious or grave nature of the illness of a direct family member.

3. 1.3. To notify Employees regarding the policy.

2. POLICY

1. 2.1. Compassionate leave is informed (verbally and subsequently online) to the direct line manager or designee for immediate action.

2. 2.2. An Online Leave application must be submitted as soon as possible for approval by the direct supervisor / manager / COO / CEO.

3. 2.3. Reason for leave must be clearly documented on the leave application. All line managers are urged to pay attention to the reason for leave requests and the time off requested. Justification must be asked for and evidenced.

4. 2.4. All employees are entitled to 5 days paid compassionate leave with evidence. Any days in excess of 5 days of the compassionate leave would be commuted to annual or unpaid leave depending on the leave balances.

5. 2.5. Compassionate leave is applicable to the immediate family only (Father, Mother, Brother, Sister, Spouse, Children or proven dependents).

6. 2.6. All compassionate leave must be approved by the direct manager or a senior management person. The intention is to expedite the travel of the employee and to support them as much as possible in this process. All system requirements may be dealt with after the fact.

7. 2.7. Discretionary approval can be given on a case to case basis to significant others of the employee other than those mentioned in 2.5 by Dir-HR / COO / CEO respectively.

8. 2.8. Urgent leave is defined as leave required in an emergency. If the Department manager can cover the services as required, they can approve this leave in the normal leave application process. The Department manager may approve up to 10 days for urgent leave. This leave is deducted from the employee’s unpaid leave or paid leave as per the leave balance.

9. 2.9. If urgent leave has been requested due to the grave nature of illness that results in the death of the immediate family member, the annual leave can be converted to compassionate leave with the production of evidence of death (such as death certificate, newspaper notice of death, or an email from the hospital’s senior official).

3. PROCEDURE

1. 3.1. In the case of compassionate leave immediate verbal approval can be taken from the immediate manager. The manager can then fill in the online form on behalf of the employee. If the immediate manager is not available another senior management person can do this task even if the employee has already left.

2. 3.2. Employees are required to fill out an online leave application form in the System for Emergency or Urgent leave.

3. 3.3. The form shall be directed to the employee's immediate manager for approval and immediate action. The manager can verbally inform the employee of his decision.

4. 3.4. The employee shall receive a system generated notification once the leave is approved by all the authorized approvers.

5. 3.5. Employee’s leave records shall be automatically updated in the system for future reference.

6. 3.6. On return from Compassionate or Urgent leave if there has been any change in circumstances, the Employee should submit a revised form as per the System requirements.

4. REFERENCES

1. 4.1. Labor Law.

5. ATTACHMENTS

None

Subject: Urgent Leave Request - Family Emergency

Dear [Manager's Name],

I am writing to request immediate compassionate leave due to a family emergency. My [relationship - father/mother/sibling] has been hospitalized with a critical condition, and I need to be with my family during this difficult time.

I am requesting leave starting [date] and anticipate needing approximately [number] days, though I may need to extend this depending on the situation. I will keep you informed of any developments and provide updates on my expected return date.

I have briefed [colleague's name] on my current projects, and they have agreed to handle urgent matters in my absence. I will remain accessible via email for critical issues that only I can address.

I understand this creates challenges for the team, and I sincerely appreciate your understanding during this difficult period. I will submit any required documentation upon my return.

Thank you for your consideration.

Sincerely,

[Your Name]

[Your Position]

[Date]

Subject: Bereavement Leave Request

Dear [Manager's Name],

It is with deep sadness that I inform you of the passing of my [relationship - grandmother/uncle/spouse]. I am writing to formally request bereavement leave to attend the funeral services and support my family during this time of mourning.

I request leave from [start date] through [end date], which will allow me to travel to [location if relevant], attend the services, and manage necessary arrangements. The funeral is scheduled for [date] in [city/state].

I have prepared handover notes for my current responsibilities and have coordinated with [colleague names] to ensure continuity. All urgent tasks have been completed or delegated appropriately.

Please let me know if you require any documentation, such as a death certificate or funeral notice. I will provide these upon my return to work.

Thank you for your compassion and support during this difficult time.

Respectfully,

[Your Name]

[Department]

[Contact Information]

Subject: Compassionate Leave Request - Child's Medical Emergency

Dear [Manager's Name],

I hope this message finds you well. I am reaching out during an incredibly challenging time for my family. My [son/daughter], [child's name], age [age], has been diagnosed with [condition] and requires immediate medical intervention and ongoing treatment.

As their primary caregiver, I need to request compassionate leave starting immediately to be present for [his/her] surgery scheduled for [date] and to provide care during recovery. I am requesting [number] weeks initially, with the possibility of extension based on medical advice.

This situation has come as a shock to our family, and I am grateful to work for an organization that values family and understands that sometimes life demands our full attention elsewhere. I have complete faith in my team to manage my responsibilities, and I will do everything possible to ensure a smooth transition before I leave.

I am happy to provide medical documentation from [child's] healthcare provider to support this request. I will stay in touch regarding my return timeline and will update you as I learn more about the treatment plan.

Thank you for your understanding and support during this frightening time.

With gratitude,

[Your Name]

Subject: Urgent Leave Request - Personal Health Matter

Dear [Manager's Name],

I am writing to request immediate leave for a serious personal health matter that requires my full attention. I need to take leave starting [date] and expect to return by [date].

My doctor has advised that I need this time to focus on my health and recovery. I will provide a medical certificate as documentation.

I have informed [colleague] about pending tasks and will check emails periodically if needed.

Thank you for your understanding.

Best regards,

[Your Name]

Subject: Request for Compassionate Leave - Family Crisis

Dear [Manager's Name] and HR Team,

I am writing to request compassionate leave due to an urgent family crisis that requires my immediate presence and involvement. My elderly parents, who live in [location], are facing a serious situation that necessitates my support and coordination of care.

Specifically, my [father/mother] has suffered a severe stroke and requires immediate placement in specialized care, while my other parent is unable to manage alone. As the primary family member able to assist, I need to travel to [location] to arrange medical care, coordinate with healthcare providers, manage legal and financial matters, and ensure their safety and wellbeing.

I am requesting leave from [start date] for an initial period of [number] weeks. Given the complexity of the situation, I may need to request an extension, and I commit to providing regular updates on my expected return date.

To minimize disruption, I have taken the following steps:

- Completed all deliverables due during my absence

- Created detailed handover documentation for ongoing projects

- Briefed [colleague names] on critical responsibilities

- Set up email auto-responder with alternative contacts

- Arranged for [colleague] to attend scheduled meetings on my behalf

I understand this creates challenges for the team and appreciate your flexibility. I am willing to discuss options such as unpaid leave if my absence extends beyond available paid leave entitlements.

I will provide any required documentation and remain available via phone for genuinely urgent matters, though my response time may be delayed.

Thank you for your understanding and support during this extremely difficult time.

Sincerely,

[Your Name]

[Position]

[Department]

[Contact Number]

Subject: URGENT - Emergency Leave Required - Home Disaster

Dear [Manager's Name],

I need to request immediate emergency leave due to [flood/fire/storm damage] at my home that occurred [last night/this morning]. My family and I must address critical safety issues and secure temporary housing.

I need to leave immediately and request leave for [number] days starting today. I will update you within 48 hours regarding my return date once I assess the full extent of the situation.

I apologize for the short notice. I will check emails when possible and have notified [colleague] about urgent matters.

Thank you for your understanding.

[Your Name]

[Phone Number]

Subject: Emergency Leave Request - Childcare Crisis

Dear [Manager's Name],

I am writing to request emergency leave due to an unexpected childcare situation. My regular childcare provider [has fallen ill/is unavailable/emergency closure] and I have no backup arrangements available at this time.

I am requesting leave for [today/tomorrow] and possibly [additional days] while I arrange alternative care. I am actively working to resolve this as quickly as possible and will keep you updated on my situation.

I can be reached by phone for any urgent matters and will work remotely if any critical issues arise that only I can handle.

I appreciate your understanding and will confirm my return date as soon as childcare is secured.

Thank you,

[Your Name]

Subject: Confidential - Urgent Leave Request

Dear [Manager's Name/HR Manager],

I am writing to request immediate compassionate leave due to a serious personal safety matter that requires my urgent attention. For confidentiality reasons, I am unable to provide specific details at this time.

I need to request leave starting immediately for approximately [number] days/weeks. I will provide updates on my return date as circumstances allow.

I have made arrangements for [colleague] to handle my immediate responsibilities and will be available by email for critical issues only.

I would greatly appreciate your discretion regarding this matter. I am happy to provide any necessary documentation in confidence to HR.

Thank you for your understanding and support.

[Your Name]

[Contact Information]