Sick leave policy template
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General information, not legal advice. 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. Every rule on this page links to its official source.
Fill in the sick leave policy
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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
For names with non-Latin characters, use .docx.
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]
For names with non-Latin characters, use .docx.
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.
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.
Verified so far, by state
Each rule below was checked against official sources. States not listed have not been verified yet for these topics; check them with the state labor office.
| State | Rule and law | Verified |
|---|---|---|
| Alaska | Paid sick leave: Accrual: Alaska paid sick leave: employees accrue at least one hour of paid sick leave for every 30 hours worked. Annual cap 15 or more employees: Employers with 15 or more employees must allow employees to accrue and use up to 56 hours of paid sick leave per year (unless the employer sets a higher limit). Annual cap under 15 employees: Employers with fewer than 15 employees must allow employees to accrue and use up to 40 hours of paid sick leave per year (unless the employer sets a higher limit). Effective date: Alaska's paid sick leave requirement took effect July 1, 2025. Employer coverage: All employers in Alaska must provide paid sick leave, with no minimum employer size; certain employees are exempted by statute. (Alaska DOLWD, Minimum Wage and Paid Sick Leave FAQ) | Sep 24, 2026 · 2 official sources |
| Arizona | Paid sick leave: Accrual: Arizona earned paid sick time: employees accrue at least one hour for every 30 hours worked. Annual cap 15 or more employees: Employees of employers with 15 or more employees may accrue or use up to 40 hours of earned paid sick time per year (unless the employer sets a higher limit). Annual cap under 15 employees: Employees of employers with fewer than 15 employees may accrue or use up to 24 hours of earned paid sick time per year (unless the employer sets a higher limit). Effective date: Arizona earned paid sick time began to accrue on July 1, 2017 (or at the start of employment, if later). Employer coverage: Arizona's earned paid sick time applies to private employers of any size, including small businesses exempt from the state minimum wage law; the State of Arizona and the United States are not covered employers. (A.R.S. § 23-372; A.R.S. § 23-371) | Sep 24, 2026 · 2 official sources |
| California | Paid sick leave: Accrual: California paid sick leave: under an accrual plan employees earn at least one hour of paid sick leave for every 30 hours worked (employers may use another regular accrual schedule or front-load instead). Accrued balance cap: Employers may cap an employee's total accrued paid sick leave at 80 hours or 10 days (whichever is more). Annual cap: Employers may limit an employee's use of paid sick leave to 40 hours or five days per year (whichever is more), the minimum they must allow since January 1, 2024. Effective date: The current minimum of 40 hours or five days of paid sick leave per year applies from January 1, 2024. Employee eligibility: Employees who work in California for the same employer for 30 or more days within a year are entitled to paid sick leave (including part-time, per diem and temporary employees). (Cal. Labor Code § 246) | Sep 24, 2026 · 2 official sources |
| Colorado | Paid sick leave: Accrual: Colorado Healthy Families and Workplaces Act (HFWA): employees accrue at least one hour of paid sick leave for every 30 hours worked. Annual cap: Employees accrue up to 48 hours of HFWA paid sick leave per year (employers may provide more). Effective date: HFWA paid sick leave began to accrue on January 1, 2021 for employers with 16 or more employees, and has applied to all employers since January 1, 2022. (Colorado General Assembly, SB20-205 (Healthy Families and Workplaces Act) bill summary) | Sep 24, 2026 · 2 official sources |
| Connecticut | Paid sick leave: Accrual: Connecticut paid sick leave: employees accrue 1 hour of paid sick leave for every 30 hours actually worked. Annual cap: Employees accrue up to 40 hours of paid sick leave per year (employers may allow more). Employer coverage: Since January 1, 2026, the law covers employers with 11 or more employees in Connecticut, counted on the payroll for the week containing January 1st. Employer coverage from 2027: From January 1, 2027, the law covers employers with 1 or more employees in Connecticut. (Connecticut DOL, Paid Sick Leave FAQs) | Sep 24, 2026 · 2 official pages from the same agency |
| District of Columbia | Paid sick leave: Accrual 100 or more employees: DC Accrued Sick and Safe Leave Act: employers with 100 or more employees must provide at least one hour of paid leave for every 37 hours worked, up to 7 days per calendar year. Accrual 24 or fewer employees: Employers with 24 or fewer employees must provide at least one hour of paid leave for every 87 hours worked, up to 3 days per calendar year. Accrual 25 to 99 employees: Employers with 25 to 99 employees must provide at least one hour of paid leave for every 43 hours worked, up to 5 days per calendar year. (D.C. Code § 32-531.02) | Sep 24, 2026 · 2 official sources |
| Hawaii | Paid sick leave: Hawaii law does not require paid sick leave; employers that provide sick leave must make their policy available in writing or by posted notice. (Hawaii DLIR Wage Standards Division, Vacation and Sick Leave) | Sep 24, 2026 · 2 official pages from the same agency |
| Illinois | Paid sick leave: The Paid Leave for All Workers Act took effect January 1, 2024; accrual begins at the start of employment or January 1, 2024, whichever is later, and employees may start using leave after 90 days. (Illinois DOL, Paid Leave for All Workers Act FAQ) | Sep 24, 2026 · 2 official sources |
| Iowa | Paid sick leave: Iowa law does not require employers to provide sick time; employers must follow their own policies, practices or contracts. (Iowa Department of Inspections, Appeals, and Licensing, Wages) | Sep 24, 2026 · 2 official pages from the same agency |
| Maine | Paid sick leave: Accrual: Maine Earned Paid Leave (usable for any reason, not only sickness): employees earn one hour of paid leave for every 40 hours worked. Annual cap: Employees can earn up to 40 hours of Earned Paid Leave in a year of employment (or the employer policy's higher accrual limit); unused hours carry over to the next year. Effective date: Maine's Earned Paid Leave law took effect January 1, 2021. Employer coverage: Applies to employers with more than 10 employees in the usual and regular course of business for more than 120 days in any calendar year. (26 M.R.S. § 637(3); Maine DOL, Earned Paid Leave; 26 M.R.S. § 637(2)) | Sep 24, 2026 · 2 official pages from the same agency |
| Maryland | Paid sick leave: Accrual: Maryland Healthy Working Families Act: earned sick and safe leave accrues at a rate of at least 1 hour for every 30 hours worked (employers may instead front-load the year's amount). Accrued balance cap: An employer need not allow an employee to accrue a total of more than 64 hours of earned sick and safe leave at any time. Annual cap: An employer need not let an employee earn more than 40 hours of earned sick and safe leave in a year. Effective date: The Maryland Healthy Working Families Act took effect February 11, 2018, after the General Assembly overrode the Governor’s veto. Employer coverage: All employers with employees whose primary work location is Maryland must provide earned sick and safe leave: paid leave if they employ 15 or more employees, unpaid leave if they employ fewer. (Md. Code, Lab. & Empl. § 3-1304(b); Md. Code, Lab. & Empl. § 3-1304(c)(3); Md. Code, Lab. & Empl. § 3-1304(c)(1); Maryland Department of Labor, Sick and Safe Leave; Md. Code, Lab. & Empl. § 3-1304(a)(1)) | Sep 24, 2026 · 2 official pages from the same agency |
| Minnesota | Paid sick leave: Accrual: Minnesota earned sick and safe time (ESST): employees accrue at least one hour of paid ESST for every 30 hours worked. Accrued balance cap: Unused ESST carries over, but the total accrued balance may be capped at 80 hours (unless the employer agrees to more). Annual cap: Employers may cap annual ESST accrual at 48 hours a year (more if the employer agrees). Effective date: Minnesota's ESST law took effect "Jan. 1, 2024". Employee eligibility: Covered employees are those anticipated to work at least 80 hours a year for an employer in Minnesota (not independent contractors); part-time, seasonal and temporary employees are included. Employer coverage: Applies to every employer with one or more employees in Minnesota (the federal government excluded); ESST is paid leave for all covered employers. (Minn. Stat. § 181.9446; Minnesota DLI, FAQs: Earned sick and safe time (ESST); Minn. Stat. § 181.9445, subd. 6) | Sep 24, 2026 · 2 official sources |
| Missouri | Paid sick leave: Missouri no longer has a statewide paid sick leave mandate: the legislature repealed the state law establishing paid sick time for private employees. (Missouri Senate, HB 567 (2025) bill summary (HCS#2/HBs 567, 546, 758 & 958)) | Sep 24, 2026 · 2 official sources |
| New Jersey | Paid sick leave: Accrual: New Jersey Earned Sick Leave: employees earn one hour of paid sick leave for every 30 hours worked (employers may instead front-load the annual amount). Annual cap: Employers must allow accrual and use of up to 40 hours per benefit year; up to 40 unused hours carry over, but use can be limited to 40 hours per benefit year. Employer coverage: Employers of all sizes must provide paid earned sick leave (full-time, part-time and temporary employees; few exemptions). (NJDOL, Earned Sick Leave (My Work Rights)) | Sep 24, 2026 · 2 official pages from the same agency |
| New Mexico | Paid sick leave: New Mexico Healthy Workplaces Act: employees accrue at least one hour of paid sick leave for every 30 hours worked (employers may provide more). (Office of the Governor, press release on signing HB 20 (Healthy Workplaces Act)) | Sep 24, 2026 · 2 official sources |
| New York | Paid sick leave: Accrual: New York State paid sick leave: leave accrues at a rate of not less than one hour for every 30 hours worked (employers may instead front-load the annual amount). Annual cap large employer: Employers with 100 or more employees must provide up to 56 hours of paid sick leave per calendar year. Annual cap midsize employer: Employers with 5 to 99 employees must provide up to 40 hours of paid sick leave per calendar year. Annual cap small employer: Employers with 4 or fewer employees must provide up to 40 hours of sick leave per calendar year: paid if net income in the previous tax year was greater than $1 million, otherwise unpaid. Effective date: Employees began accruing New York sick leave on September 30, 2020. (New York State, Paid Sick Leave (ny.gov)) | Sep 24, 2026 · 2 official sources |
| North Carolina | Paid sick leave: North Carolina law does not require employers to provide sick leave; whether to offer it is up to each employer, but promised sick leave policies must be followed and made available to employees in writing or by posted notice. (NCDOL, Promised Wages Including Wage Benefits) | Sep 24, 2026 · 2 official pages from the same agency |
| Oregon | Paid sick leave: Accrual: Oregon sick time: employees accrue at least 1 hour of protected sick time for every 30 hours worked (employers may instead frontload at least 40 hours at the start of the year). Annual cap: Accrual is required up to 40 hours of sick time per year. Employer coverage: Sick time must be paid if the employer has 10 or more employees (6 or more if it has a location in Portland); smaller employers must still provide protected but unpaid sick time. (Oregon BOLI, Sick time (For Workers)) | Sep 24, 2026 · 2 official pages from the same agency |
| Pennsylvania | Paid sick leave: Pennsylvania has no state law requiring employers to provide paid sick leave; employers must pay it only under their own policy or a contract. Local rules (e.g. Philadelphia) may apply. (Pennsylvania Department of Labor & Industry, Wage FAQs) | Sep 24, 2026 · 2 official pages from the same agency |
| Texas | Paid sick leave: No Texas law requires private-sector employers to provide paid sick leave; if sick leave is promised in a written policy or agreement it is enforceable as wages under the Texas Payday Law. (Texas Workforce Commission, Especially for Texas Employers: Vacation and Sick Leave) | Sep 24, 2026 · 2 official pages from the same agency |
| Vermont | Paid sick leave: Accrual: Vermont earned sick time: employees accrue at least one hour of paid earned sick time for every 52 hours worked (including overtime). Annual cap: Employers may limit accrual of earned sick time to 40 hours in a 12-month period. Effective date: Vermont's Earned Sick Time law took effect January 1, 2017 (employers of five or fewer full-time employees had to comply from January 1, 2018). Employee eligibility: Covered employees are those employed for an average of at least 18 hours per week during a year (the statute lists exclusions, including federal employees, certain short seasonal jobs and individuals under 18 years of age). (21 V.S.A. § 482; 21 V.S.A. § 481) | Sep 24, 2026 · 2 official sources |
| Virginia | Paid sick leave: Accrual: Limited scope: Virginia's current paid sick leave law covers only home health workers (consumer-directed personal care, respite or companion services). They accrue at least one hour of paid sick leave for every 30 hours worked. Annual cap: Limited scope (home health workers only): an employee may not accrue or use more than 40 hours of paid sick leave a year unless the employer sets a higher limit. Employee eligibility: Covered employees under the current law are home health workers who work on average at least 20 hours per week or 90 hours per month. (Va. Code § 40.1-33.4; Va. Code § 40.1-33.3) | Sep 24, 2026 · 2 official sources |
| Washington | Paid sick leave: Accrual: Washington paid sick leave: employees accrue at least one hour of paid sick leave for every 40 hours worked (full-time, part-time, temporary and seasonal alike). The law sets no annual accrual cap. Accrued balance cap: Unused paid sick leave carries over to the next year; employers may cap the carryover at 40 hours. Effective date: Washington's paid sick leave requirement took effect January 1, 2018. Employer coverage: Every employer in Washington must provide paid sick leave to its employees, with only a few exceptions (L&I cites e.g. doctors, lawyers, dentists and most salaried executive managers). (RCW 49.46.210) | Sep 24, 2026 · 2 official sources |
| Wisconsin | Paid sick leave: Wisconsin law does not require employers to grant sick leave, paid or unpaid (special exceptions under the Wisconsin Family and Medical Leave Law). If an employer creates a sick pay policy, it may set the conditions. (Wisconsin DWD, Wisconsin Civil Rights and Labor Standards Laws) | Sep 24, 2026 · 2 official pages from the same agency |
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.
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.
Related templates
Sources (4)
Checked Sep 24, 2026 · How we verify every rule · Report an error