Sick leave policy

What is sick leave?

Often at times, employees call in sick. It becomes crucial for employers to provide them with the necessary time to recover. Designing effective sick-leave policies requires a thoughtful approach that aligns with legal requirements and company values.

Nowadays, various organizations are actively adopting progressive solutions such as work-from-home and extended paid timeoff (PTO) to foster employee well-being and address misuse of sick leave.

While drafting a sick leave policy, organizations can take a flexible and employee-centric approach to cultivate a healthier and more productive work environment.s

Is sick leave mandatory in India?

The answer depends on the type of employment and location:

• Private sector employees: The sick leave policy in Indian private companies is usually guided by state Shops and Establishments Acts. Most states mandate 6–12 days of paid sick leave annually, but enforcement varies.
• Factories: Governed by the Factories Act, which provides for specific leave entitlements.‍
• Government employees: Covered under Central/State Civil Services Rules, which offer more generous leave provisions.

Sick leave policy rules in India

As per the Indian Shops and Establishment Act, sick leave policies must adhere to the following:

• Employees are entitled to paid sick leave, entitlement is state-specific. Many states mandate around 6–12 paid sick days/year. Some combine casual and sick leave, while factories and government employees have different provisions. Always check the Shops and Establishments Act for your state.

• For sick leave exceeding three days, a medical certificate may be required.
• Sick leave can be combined with earned leaves.
• Sick days are not carried forward or encashed; they automatically expire at the end of the calendar year.

Offer group health insurance & wellness benefits to keep your team healthy and productive.

Entitlement rules

Medical leave rules in India

Medical leave is different from short-term sick leave. It typically refers to extended leave due to serious illness, hospitalization, or recovery from surgery.

General medical leave rules:

• Requires a doctor’s certificate and/or hospital records.
• Can be covered under earned leave, sick leave, or unpaid leave depending on availability.
• Under the Maternity Benefit Act, female employees are entitled to additional medical leave in certain situations.

Sick leave policy - Overview and purpose

The Sick Leave Policy is designed to provide guidelines for employees who experience illness and require time off from work to recuperate. 

When employees fall sick, they are encouraged to take the necessary time off to focus on their recovery. During their absence, they will receive paid sick leave as per the company's standard policies and local regulations.

‍This policy aims to ensure the well-being of our employees while maintaining productivity and a healthy work environment.

Scope & eligibility of the policy

The sick leave policy applies to all full-time employees and part-time employees who have completed a minimum of 6 months of service or their probation period with the company.

Sick leave rules for private sector employees

To support the workforce during illness times, legal guidelines regarding sick pay are adhered to. They are -

‍In addition, [25 days] of [paid/ partially paid] sick leave is provided, which is separate from other types of leave, such as maternity leave and Paid Time Off (PTO).

‍Starting from 1st January each year, (number of days) days of Sick Leave are entitled to eligible employees.

‍Sick leave can be availed under the following circumstances:

1. Recovery from an existing illness.

2. Resumption from an accident.

3. Health check-ups in case of sickness.

4. Care of an ill family member.

‍For leaves related to menstruation, Paid Time Off or PTO Leave can be utilized by female employees.

‍It is believed that this comprehensive leave policy ensures the well-being of our employees and promotes a healthy work-life balance.

How to apply for sick leave?

‍To request sick leave, employees should promptly notify their Supervisor and HR, giving at least half an hour's notice before their scheduled starting time. 

Sometimes, a physician's certificate may be required as proof of illness. These situations may arise when:

• Being absent for more than [3 days] on sick leave.
• A pattern of repeated sick leave at specific times each week.

‍While the company values sick leave, the final decision lies with the Supervisor and HR, who may need to deny requests in certain situations to maintain smooth operations.

By following these steps, employees can apply for sick leave smoothly and ensure a fair leave management process in the organization.

Accumulation of sick leave - Sick leave carry forward

Sick leave that remains unused can be carried forward for up to (number of years) years.

‍In any given year, employees can utilize a maximum of (number of days) accumulated sick leave.

‍Regardless of the reason for termination, any unused sick leave accumulated during an employee's service cannot be converted into cash.

How to write a sick leave email

Steps (numbered list):

1. State the reason briefly.
2. Mention the dates you'll be away.
3. Share if you're partly available or fully offline.
4. Note who will cover your work.
5. Attach a doctor's note if required.

Example template (short):

Subject: Sick leave request

Hi [Manager's Name],

I'm feeling unwell and need to take sick leave from [date] to [date]. I'll hand over tasks to [colleague] and share updates before logging off. Please let me know if you need a doctor's note.

Thanks,

[Your Name]