Sick leave policy template
Reviewed Sep 25, 2026 State rules cited to official sources How we verify
Not a substitute for the advice of an attorney. General information; laws vary by state. Terms of use
Fill it in one step at a time, then download a .docx or .pdf. Free, no sign-up.
Also on this page: the reply to a sick leave request.
Fill in the sick leave policy
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Each file carries this notice in its footer: “Template for general information only. Not a substitute for the advice of an attorney. Laws vary by state and change; check the official sources at interobservers.com/desk/methodology/.” For names with non-Latin characters, use .docx.
Your sick leave policy is ready
Open the file, fill anything still in [brackets], and keep a signed copy in the personnel file.
About this policy
A sick leave policy for a small team: who is covered, how leave accrues, what it can be used for, how to give notice, documentation, carryover and what happens at separation. Pick your state to see its paid sick leave rule and check your numbers against it.
A sick leave policy sets how much sick time employees earn, what they can use it for, how to tell you, when you may ask for documentation, and what happens to unused hours at year end and when someone leaves. The U.S. Department of Labor states that there are no federal legal requirements for paid sick leave, so the numbers usually come from your state or city law, where one exists.
Pick your state above: the note shows its paid sick leave rule with the official source, so you can check that the accrual rate, cap, notice and carryover you write meet or exceed it. Local (city or county) laws can add their own rules. A short reply letter for sick leave requests is included as a second version. Nothing you type leaves your browser.
The full sick leave policy text
This is the whole template as it downloads, with the fields in [brackets]. State-rule notes are off by default: choose your state and tick "Include state-rule notes for you" under Options to add them to the preview and the download.
Sick Leave Policy
Who this policy covers
[Who is covered].
How sick leave accrues
- Accrual rate: [Accrual rate]
- Accrual starts: [When accrual starts]
- First use: [When leave can first be used]
- Cap: [Annual use or accrual cap]
[Note for you: Choose your state above to see its rule on paid sick leave, or check it with your state labor office before you send this.]
[Note for you, delete before sending: the U.S. Department of Labor says: 'Currently, there are no federal legal requirements for paid sick leave.' For employers covered by the Family and Medical Leave Act it adds that 'the Act does require unpaid sick leave.' Check your state and any city or county law before you set the numbers in this policy.] (official source)
What sick leave can be used for
[What sick leave can be used for]
How to request sick leave
- Tell [Who employees notify].
- Planned leave: [Notice for planned leave].
- Unplanned leave: [Notice for unplanned leave].
- Smallest amount: [Smallest amount that can be used].
Documentation: [When documentation may be requested]. We will not ask for details of a medical condition, and any documentation you provide will be kept confidential and separate from your personnel file.
Carryover
[Unused sick leave at year end]
When employment ends
[Unused sick leave when employment ends]
Using sick leave under this policy will not be counted as an occurrence under the attendance policy and will not lead to discipline or any other adverse action.
Where a state or local law gives employees more sick leave or better terms than this policy, that law applies. This policy is not a contract and may be updated; employees will be told in writing before a change takes effect.
Acknowledgement
I have received and read the Sick Leave Policy.
______________________ Date: __________
Employee signature
How to use this template
- Pick your state first and read the paid sick leave note. Check whether your city or county has its own sick leave rule as well.
- Write the accrual rate, cap, carryover and notice rules so each one meets or exceeds the rule that applies to you.
- Keep the documentation rule narrow: when you may ask, and what you will not ask for.
- Make sure the attendance policy does not count protected sick leave as an absence occurrence.
- Give the policy to every employee, collect the signed acknowledgement, and show the sick leave balance on pay stubs or on request.
Reply to a sick leave request
- Reply in writing on the day you receive the request, even if the reply is short.
- Record the time under the right type (paid sick leave, PTO or unpaid) and state the remaining balance.
- If you need more information, ask only for what your policy and your state's rule allow; never ask for a diagnosis.
- Keep a copy with the leave records, separate from the personnel file if it contains medical information.
Example wording
Examples of the level of detail that makes a document clear. Replace them with your own facts.
- Accrual (sick leave policy): Employees accrue 1 hour of paid sick leave for every 30 hours worked, starting on the first day of employment. Up to 40 hours can be used each year.
- Notice (sick leave policy): For a planned appointment, tell the shift manager as soon as it is booked. For an unexpected illness, call the store phone before your shift starts if you can.
- Carryover (sick leave policy): Up to 40 unused hours carry over into the next year. Unused sick leave is not paid out when employment ends.
- Approved (reply to a sick leave request): Thank you for your sick leave request received on March 11 for March 12 and March 13 (16 hours). Your request is approved. This time will be recorded as paid sick leave. Your balance after this leave: 8 hours.
- More information needed (reply to a sick leave request): We need a little more information before we can finish processing your request. Please confirm your expected return date when you know it.
Fill in the reply to a sick leave request
A short written reply to an employee's sick leave request: approved dates, how the time is paid, the balance left, and any information still needed.
Preview
Reply to Sick Leave Request
Dear [Employee name],
Thank you for your sick leave request received on [Date the request was received] for [Dates or hours of leave]. [Reply]
This time will be recorded as [How the time is recorded].
Your balance after this leave: [Balance after this leave].
[Details or information still needed]
You do not need to share details of a medical condition. If anything changes, please let me know.
[Note for you: Choose your state above to see its rule on paid sick leave (notice, documentation and how the time is paid), or check it with your state labor office before you send this.]
I hope you feel better soon.
[Your name], [Your job title]
Your files end with one small line under the notice: “Prepared with the free InterObservers Employer Desk · interobservers.com/desk/templates/sick-leave-policy/”. Tick the box to leave it out. Nothing else is added to your document.
Tick the box to turn on the download buttons. The template text stays free to read. See the terms of use.
Each file carries this notice in its footer: “Template for general information only. Not a substitute for the advice of an attorney. Laws vary by state and change; check the official sources at interobservers.com/desk/methodology/.” For names with non-Latin characters, use .docx.
Your reply to a sick leave request is ready
Open the file, fill anything still in [brackets], and keep a signed copy in the personnel file.
Rules for this document in your state
Paid sick leaveChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Every state's rule, side by side, is in the state rulebooks.
Questions people ask
What should a sick leave policy include?
Who is covered, the accrual rate and when it starts, any waiting period and cap, what the leave can be used for, how to give notice, when documentation may be requested, carryover, what happens at separation, and a statement that using the leave does not lead to discipline.
Is paid sick leave required?
Not by federal law: the U.S. Department of Labor says there are no federal legal requirements for paid sick leave. Several states and cities have their own paid sick leave laws. Pick your state on this page, or see the table of paid sick leave laws by state.
How does paid sick leave accrual work?
Employees earn a set amount of sick leave for the hours they work, for example a number of hours of leave per a number of hours worked, up to any cap. Where a state or local law applies, it sets the minimum rate and cap; your policy can be more generous.
Is paid sick leave the same as PTO?
Not necessarily. Some employers use one PTO bank for vacation and sick time; others keep sick leave separate. If you use a single PTO bank to cover a state paid sick leave law, check that the PTO rules for sick use (notice, documentation, carryover) meet that law.
Does sick leave get paid out when an employee leaves?
Your policy decides that unless a state or local law says otherwise, and many policies do not pay out unused sick leave. Pick your state on this page to see its note, and check the separate rule for PTO or vacation if you use a combined bank.
Can I ask for a doctor's note?
The EEOC's guidance on leave and the ADA says: 'Employers are entitled to have policies that require all employees to provide a doctor's note or other documentation to substantiate the need for leave.' State and local paid sick leave laws can limit when you may ask, so check your state's note.
How should a manager respond to a sick leave request?
Promptly and in writing: confirm the dates, how the time is recorded and paid, the remaining balance, and anything still needed. Keep medical details out of the reply and check your state's paid sick leave rule on notice and documentation before asking for more.
Sources (4)
General information, not legal advice. Not a substitute for the advice of an attorney. This page is for general information only and isn’t legal, financial or tax advice. Laws vary by state and change; check the official source or talk to a qualified professional about your situation. Report an error