Short Term Leave and Time Off Policies

This group of Short Term Leave and Time Off Policies gives employers a clear, consistent framework for managing emergency leave, compassionate leave, carers’ leave, medical appointments and religious observance. Together they support legal compliance, employee wellbeing and fair, defensible decision-making, and are ideal for inclusion in a Staff Handbook or HR policy suite. All these policies have been drafted and kept up-to-date by experienced HR Professionals and solicitors and reflect current legislation.

The Emergency Leave Policy (Time Off for Dependants) explains the statutory right to take a reasonable amount of unpaid time off to deal with genuine emergencies involving a dependant – for example sudden illness, injury, breakdown of care arrangements, a child-related incident at school or the death of a dependant. It defines a “dependant”, sets out when leave can be used, how to notify the employer, and confirms the right to return to work without detriment.

The Compassionate Leave Policy covers time off following a serious injury, death or funeral of an immediate family member or close relative. It explains how “immediate family” is defined, the relationship with statutory time off for dependants and parental bereavement leave, and how much paid or unpaid leave may be granted at the company’s discretion. It also addresses requests relating to other close relatives or friends.

The Carer’s Leave Policy implements the statutory right to one week’s unpaid carer’s leave in a rolling 12-month period, from day one of employment. It explains who counts as a dependant, what is meant by a “long-term care need”, how leave can be taken (in blocks or part-days), notice requirements and when leave may be postponed if it would cause serious disruption. It also signposts other options such as parental or compassionate leave.

This policy is supported by three Carer’s Leave Letter Templates providing ready-made wording to respond to requests:

Letter Accepting a Request for Carer’s Leave, confirming dates, pay position and remaining entitlement;
Letter Refusing a Request for Carer’s Leave, setting out why the request cannot be agreed (e.g. eligibility is not met);
Letter Postponing a Request for Carer’s Leave, recording the business reason for postponement and the alternative agreed dates while confirming pay and entitlement.

The Time Off for Medical and Dental Appointments Policy recognises that employees will need to attend appointments and encourages scheduling outside working hours where possible. It explains when reasonable time off may be granted, the need for prior approval and, subject to ante-natal appointments, that pay for such absence is normally discretionary.

The Policy on Religious Observance in Working Hours supports equality and inclusion by explaining how the employer will, where practicable, accommodate religious observance through adjusted working patterns, short periods of time off and appropriate workplace facilities (e.g. food storage and an optional quiet room), while balancing business needs and fairness to all staff.

Applied together, these templates create a joined-up short term leave and time off framework, giving managers clear rules, standard letters and consistent processes, while giving employees confidence that urgent, caring, health and religious needs will be handled fairly and lawfully.

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