Sick Leave Policy Template

Effective Date: [Insert Date]

Policy Owner: Human Resources Department

Purpose

This policy establishes guidelines for sick leave usage to ensure employees can take necessary time off for health-related issues while maintaining business operations and promoting a healthy workplace.

Scope

This policy applies to all [full-time/part-time/all] employees of [Company Name].

Policy Statement

[Company Name] provides sick leave to support employees who are unable to work due to illness, injury, or medical appointments. We are committed to supporting employee health and well-being while ensuring fair and consistent application of this benefit.

Sick Leave Accrual

Eligible employees accrue sick leave as follows:

Accrual Rate: [X hours per pay period / X days per year]

Accrual Begin Date: [First day of employment / After probationary period]

Maximum Accrual: [X hours/days] (accrual stops once maximum is reached)

Carryover: [X hours/days may be carried over to the next calendar year / No carryover permitted]

Eligible Uses of Sick Leave

Sick leave may be used for:

Personal illness or injury that prevents the employee from performing job duties

Medical, dental, or optical examinations or treatments

Caring for an immediate family member (spouse, child, parent, or [other specified relatives]) who is ill or has a medical appointment

Circumstances related to domestic violence, sexual assault, or stalking (where applicable by law)

Preventive care and routine medical appointments

Notification and Documentation Requirements

Notification Procedures:

Employees must notify their immediate supervisor or manager as soon as possible, preferably [before their scheduled start time / within X hours of shift start]

For planned medical appointments, employees should provide [X days/weeks] advance notice when possible

Notification should include the expected duration of absence

Documentation:

A doctor's note or medical certification may be required for absences of [X consecutive days or more]

Management reserves the right to request medical documentation if there is reason to believe sick leave is being misused

Documentation must be submitted within [X days] of return to work

Compensation During Sick Leave

Sick leave is paid at the employee's regular rate of pay

Sick leave does not count as hours worked for overtime calculation purposes

[Unused sick leave is/is not paid out upon termination of employment]

Intermittent and Reduced Schedule Leave

Employees may use sick leave on an intermittent or reduced schedule basis when medically necessary, subject to supervisor approval and proper documentation.

Coordination with Other Leave

Sick leave runs concurrently with [FMLA/state family and medical leave] when the absence qualifies under both policies. Employees should consult with Human Resources regarding the interaction of sick leave with other leave types.

Abuse of Sick Leave

Misuse or abuse of sick leave, including providing false information or using sick leave for unauthorized purposes, may result in disciplinary action up to and including termination of employment.

Compliance with Local and State Laws

This policy complies with applicable federal, state, and local sick leave laws. Where local or state law provides greater benefits, those provisions will supersede this policy.

Policy Review

This policy will be reviewed annually and updated as necessary to reflect changes in business needs or legal requirements.

Questions or Concerns: Employees should contact the Human Resources Department at [contact information] with any questions about this policy.

Acknowledgment: I have read, understand, and agree to comply with this Sick Leave Policy.

Employee Signature: _________________________ Date: _____________

Employee Name (Print): _________________________

1.PURPOSE:

1.1 To standardize the processing of sick leave.

1.2 To notify the employees about the policy and procedure.

2. POLICY

2.1. No sick leave will be paid during the probation period; that is, within the first three to six months of employment (Probationary period as stipulated in contract).

2.2. If the Employee has completed the probation period (confirmation letter is received) the employee is entitled to sick leave as follows

As per the country Labor law:

2.2.1 Full salary for the first 15 days; (nonconsecutive as well as consecutive)

2.2.2 Half salary for the next 30 days; (nonconsecutive as well as consecutive)

2.2.3 Any following period will be without salary – for a period of up to three months (90 days);

2.2.4 Chronic sickness and/or conditions necessitating termination of

Contract are addressed as per Labor law.

2.2.5 This amount is per year of service; sick leave is NOT cumulative

2.2.6 The employee may be terminated if he/she has exhausted their full sick leave and has not returned to work. In such cases negotiation may entitle the employee to their full gratuity and end of service benefits.

2.2.7 Maternity leave followed by sick leave is dealt with in the Leave, maternity Policy and Procedure

2.3 Sick leave will not be approved over the phone unless it is an emergency. If an emergency occurs the Employee needs to bring the medical certificate within 48 hours for approval by the director. It needs to be scanned and attached in the Oracle Fusion HR system as part of the application for sick leave. A manager will receive information regarding the sick leave on the system only after approved by the Director.

2.4. Sick leave will be informed to the direct manager only after the authorized doctor issues the Medical Certificate, and it is approved by the MD. The staff member should inform the Manager, out of courtesy, at least 2 hours before their duty schedule starts, allowing some time to manage the shortage/absence.

2.5. If sick leave is granted and an extension is required then 2.3 and 2.4 apply for the extension. Correlative diagnostic tests (Lab / X-ray) should be utilized.

2.6. All consultant issued sick leaves must be attested.

2.7 Medical Certificate must be issued for each period of sickness and cannot be for longer than 1 day at a time, except when sickness is confirmed to be infectious.

2.8 The Medical Certificate must be uploaded into the Oracle Fusion HR system along with the sick leave request by the concerned member of staff in order to update the system.

2.9 Potentially infectious cases will be given sick leave according to the incubation period and Infectivity, and 2.7.

2.10 Elective surgery requiring sick leave needs to be pre-approved by the department manager/deputy COO (as per the medical report), and as per the Oracle Fusion HR system prior to Regulatory authorities and Insurance approvals. Employees abusing this process will be cautioned and may be subject to Disciplinary procedures.

2.11 Plastic /cosmetic surgery is not approved for sick leave. Employees must use annual / unpaid leave to facilitate cosmetic/plastic surgery procedures; all relevant rules for annual and unpaid leave apply.

3. PROCEDURE

3.1 A staff member who feels sick shall notify their Department manager if they are unable to come to work at least 2 hours prior to their shift. The staff member is responsible to obtain a sick leave certificate from the doctor.

3.2 The Employee will be responsible for obtaining the sick leave medical certificate, and upload it into the Oracle Fusion HR system for approval by the Department Head and then the information is sent to Oracle, and the department head is informed.

3.3 If an employee requires elective surgery that includes sick leave, a medical report MUST accompany the request. The specific dates must be discussed and approved by the HOD/COO before the booking of the surgery.

4. REFERENCES

4.1 Labor Law

5. ATTACHMENTS: None

Subject: Sick Leave Request - [Your Name] - [Date]

Dear [Manager's Name],

I am writing to inform you that I am unwell and unable to report to work today, [Date]. I have been experiencing [brief description: fever/flu symptoms/migraine] since last night and believe I need to rest and recover to avoid spreading illness to colleagues.

I anticipate returning to work on [Expected Return Date]. I will ensure that all urgent tasks are either completed remotely if possible or delegated appropriately. [Colleague's Name] has been briefed on the [Project Name] deadline and can handle any immediate concerns.

I will keep you updated on my condition and inform you immediately if my absence needs to be extended. Please let me know if you require any medical documentation.

Thank you for your understanding.

Best regards,

[Your Name]

[Contact Information]

Subject: Request for Extended Medical Leave

Dear [HR Manager/Supervisor Name],

I am writing to formally request an extended medical leave of absence from [Start Date] to [Expected End Date], approximately [number] weeks. Unfortunately, I have been diagnosed with [condition - be as specific as comfortable] and my physician has advised that I require this time for treatment and recovery.

I have attached a medical certificate from my doctor, Dr. [Name], confirming the diagnosis and recommended leave duration. I am committed to providing any additional documentation you may require and will keep you informed of my recovery progress.

During my absence, I propose the following arrangements:

- [Colleague Name] will handle my ongoing projects related to [specify]

- I have prepared detailed handover notes for all active assignments

- I can be reached via email for critical questions, though response times may be delayed

I understand the impact of my absence and have worked to minimize disruption. I am hopeful about my recovery and look forward to returning to full duties as soon as medically cleared.

Please let me know if you need any additional information or if there are specific procedures I should follow.

Sincerely,

[Your Name]

[Employee ID]

[Department]

[Contact Information]

Subject: Sick Leave Approved - [Employee Name] - [Dates]

Dear [Employee Name],

Your request for sick leave from [Start Date] to [End Date] has been approved. We hope you have a speedy recovery and want you to focus entirely on your health during this time.

Your leave has been recorded in our system, and your absence will be marked as approved sick leave. Please remember to submit any required medical documentation within [number] days of your return, as per company policy.

If you need to extend your leave, please contact us as soon as possible with updated medical certification. We have arranged for [Colleague Name] to cover your responsibilities during your absence.

Take care and feel better soon.

Best regards,

[Manager Name]

[Title]

[Department]

Subject: Request for Medical Documentation - Sick Leave [Dates]

Dear [Employee Name],

We acknowledge your recent sick leave absence from [Start Date] to [End Date]. As per our company's sick leave policy, absences exceeding [number] consecutive days require supporting medical documentation.

Please provide a medical certificate or doctor's note that includes:

- The dates you were under medical care

- Confirmation that you were unfit for work during this period

- Any relevant restrictions or accommodations needed upon return

This documentation should be submitted to the HR department within [number] business days. You may submit it via email to [email address] or deliver a physical copy to the HR office.

This is a standard procedural requirement and helps us maintain accurate leave records. If you have any questions or difficulty obtaining this documentation, please contact us immediately.

Thank you for your cooperation.

Regards,

[HR Manager Name]

Human Resources Department

[Contact Information]

Subject: Medical Clearance Required Before Returning to Work

Dear [Employee Name],

We trust you are recovering well from your recent medical leave. Before you return to your duties on [Expected Return Date], we require a medical clearance certificate from your treating physician.

This certificate should confirm that you are medically fit to resume your regular job responsibilities without restrictions. If your doctor recommends any temporary work modifications, accommodations, or a phased return schedule, please ensure these are clearly documented.

Please submit this clearance to the HR department at least [number] days before your intended return date. This allows us to make any necessary arrangements and ensures your safety and wellbeing in the workplace.

If you anticipate any delays in obtaining this documentation or need to adjust your return date, please inform us as soon as possible.

We look forward to having you back on the team.

Best wishes,

[HR Manager Name]

Human Resources

[Contact Information]

Subject: Important Update to Sick Leave Policy - Effective [Date]

Dear Team,

We are writing to inform you of important updates to our Sick Leave Policy, effective [Date]. These changes have been made to better support employee wellbeing while ensuring operational efficiency.

Key changes include:

- Sick leave entitlement increased from [X] to [Y] days annually

- Same-day notification now accepted via email or company app

- Medical certificates required only for absences exceeding 3 consecutive days

- Introduction of flexible return-to-work arrangements for extended illnesses

- Enhanced support for employees with chronic health conditions

The updated policy document is attached and will be available on the company intranet. Please review it carefully and direct any questions to the HR department.

We encourage everyone to utilize sick leave when genuinely needed. Your health is our priority, and these changes reflect our commitment to maintaining a supportive work environment.

Thank you for your attention to this matter.

Sincerely,

[Executive/HR Director Name]

[Title]

[Organization Name]

Subject: Meeting Request - Attendance Discussion

Dear [Employee Name],

I would like to schedule a meeting with you to discuss your recent attendance record. Our records indicate that you have taken [number] sick leave days over the past [time period], which is above the departmental average and may indicate underlying issues we should address.

This meeting is not disciplinary in nature; rather, it is an opportunity to:

- Understand if there are health concerns requiring workplace accommodations

- Discuss whether you need support accessing medical resources

- Review our sick leave policy and ensure mutual understanding

- Explore solutions that support both your wellbeing and work responsibilities

Please schedule a meeting with me at your earliest convenience. You are welcome to bring a colleague or HR representative if you wish.

We value your contributions to the team and want to ensure you have the support needed to maintain both your health and your performance.

Thank you,

[Manager Name]

[Title]

[Department]

[Contact Information]

Subject: Request to Extend Sick Leave - [Your Name]

Dear [Manager/HR Manager Name],

I am currently on approved sick leave until [Original End Date]. Unfortunately, my recovery is taking longer than initially anticipated, and my doctor has advised that I need additional time before returning to work.

I am requesting an extension of my sick leave through [New End Date]. I have attached an updated medical certificate from Dr. [Name] supporting this extension and confirming the continued need for rest and treatment.

I sincerely apologize for any inconvenience this extended absence may cause. I remain committed to my recovery so that I can return to full productivity. I am happy to discuss transition arrangements or provide any additional information you may need.

Please let me know if you require further documentation or if there are any procedures I should follow for this extension request.

Thank you for your understanding and continued support.

Regards,

[Your Name]

[Employee ID]

[Contact Information]