Leave Policy Example
A detailed template for creating a UK-compliant leave and absence policy covering annual leave, sick leave, and all forms of statutory leave. This policy ensures your business meets its legal obligations while providing a clear framework for managing time off.
What to Include
Annual Leave Entitlement
Statutory minimum of 5.6 weeks (28 days for full-time), calculation for part-time workers, and any additional contractual leave. Include details on how the leave year runs.
Requesting Leave
The process for requesting annual leave, notice requirements, approval workflows, and any blackout periods. Explain how requests are prioritised.
Bank Holidays
Whether bank holidays are included in or additional to the statutory entitlement. UK has 8 bank holidays in England and Wales, with variations for Scotland and Northern Ireland.
Sick Leave and SSP
Notification procedures for sickness, Statutory Sick Pay eligibility and rates, fit note requirements after 7 days, and any enhanced sick pay schemes offered.
Maternity and Paternity Leave
Statutory maternity leave (up to 52 weeks), paternity leave (up to 2 weeks), shared parental leave options, and any enhanced pay beyond statutory minimums.
Other Statutory Leave
Adoption leave, parental bereavement leave (2 weeks), unpaid parental leave (up to 18 weeks per child), carer's leave, and time off for dependants.
Carry-Over Rules
How unused leave is handled at year-end. Only the additional 1.6 weeks above the EU-derived 4 weeks can be restricted from carry-over by default.
Key Points
- All UK workers are entitled to 5.6 weeks paid annual leave under the Working Time Regulations 1998
- Part-time workers receive pro-rata holiday entitlement
- Statutory Sick Pay is currently paid from the 4th qualifying day of sickness
- Maternity leave is up to 52 weeks with SMP paid for up to 39 weeks
- Employees must provide a fit note for absences over 7 consecutive days
- Carer's leave of one week unpaid per year became law in 2024
UK Compliance
UK leave entitlements are governed by the Working Time Regulations 1998, Employment Rights Act 1996, and various specific statutes for maternity, paternity, and other leave types. Employers must meet statutory minimums but are free to offer enhanced entitlements. The policy must be applied consistently and without discrimination under the Equality Act 2010.
Practical Tips
- Clearly distinguish between statutory and enhanced entitlements
- Include a step-by-step process for requesting and approving leave
- Consider using HR software to automate leave tracking and avoid errors
- Make sure managers understand the policy to ensure consistent application
- Include information about what happens to leave entitlements when an employee leaves
Frequently Asked Questions
Can an employer refuse a holiday request?
Yes, an employer can refuse a holiday request provided they give adequate notice. The notice period for refusal must be at least as long as the period of leave requested. However, employers must not unreasonably refuse requests and should apply the policy consistently.
Do bank holidays count towards the 28-day entitlement?
Employers can include bank holidays within the 28-day statutory minimum. There is no automatic right to have bank holidays off or to receive extra pay for working on them, unless stated in the employment contract.
What is the minimum sick pay in the UK?
Statutory Sick Pay (SSP) is paid by the employer for up to 28 weeks. To qualify, the employee must earn at least the lower earnings limit and have been off sick for at least 4 consecutive days. Many employers offer enhanced sick pay above SSP.
Can unused holiday be carried over?
Under the Working Time Regulations, the additional 1.6 weeks (above 4 weeks) can be lost if not taken. However, recent case law and COVID regulations have expanded carry-over rights, especially where it was not reasonably practicable to take leave.
Related Examples
Related HR Terms
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