Free Time Off Policy Template

WHY SCALING TEAMS LOVE THIS TEMPLATE

Gives growing teams a clear, fair, professional framework for managing time off, without needing complex systems.

Works for everything from your first HR policies to more advanced, multi-department leave management as you grow.

Helps employers formalize policies that build trust and stay compliant, without the cost of bespoke legal or HR support.

What you get

Download this free resource to easily manage time off for your team.

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Time-Off Policy Template Overview

A time off policy is a core part of how you balance business continuity with employee wellbeing. This template walks you through the essential sections of a compliant, fair, and easy-to-understand time off policy. It’s fully editable, so you can adapt it to local labor laws, cultural norms, and your company’s unique benefits.

What You'll Love About This Template:

Time Efficiency: Provides a ready-made structure, so you don't have to build a policy from scratch.
Error Prevention: Helps you avoid compliance pitfalls by including all key leave categories.
Clarity Over Complexity: Breaks down different types of time off into easy-to-understand sections.
Customizable Design: Editable wording lets you reflect your company culture, tone, and local regulations.
Scalable Use: Works for small teams just starting out or large organizations standardizing across multiple locations.

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Who is This Template For?

This template is designed for employers, HR teams, and founders who want a consistent and compliant way to manage employee time off. Whether you’re building your first HR policies or looking to update existing ones, this template ensures your team has a clear, fair, and professional framework to work from.

Employers who need a cost-effective way to formalize time off policies.
HR teams standardizing leave management across departments.
Small businesses without dedicated HR software.
Growing companies seeking scalable, professional policies for compliance and trust.

What’s Included in The Time Off Policy Template

Vacation leave policy (annual leave entitlement, accrual rules, carryover limits).
Sick leave policy (paid/unpaid sick days, medical certification requirements).
Public holidays (company-observed holidays and rules for substitute days).
Family and parental leave (maternity, paternity, adoption, and caregiver leave).
Unpaid leave options (sabbaticals, personal leave, extended absences).
Request and approval process (how to submit requests, manager approval steps).
Recordkeeping and compliance (tracking leave, ensuring legal alignment).

How To Use This Time Off Policy Template

Follow these steps to implement the template consistently and effectively. By treating this as a starting framework, you can adapt it to fit both your company culture and local compliance requirements:

Download the free template and review the pre-drafted sections.
Customize it with your company’s specific entitlements, leave types, and legal requirements.
Add cultural or regional adjustments (e.g., 13th-month vacation, public holiday swaps).
Review with leadership and legal counsel to ensure compliance.
Publish and communicate the final policy to employees, ideally in your employee handbook or HR portal.

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Easily Manage Leave for Your Remote Team

Tired of manual admin? Playroll automates leave, expenses, and benefits in one place – and syncs with your favorite HR tools to save you hours.

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about the author

Jaime Watkins

Jaime is a content specialist at Playroll, specializing in global HR trends and compliance. With a strong background in languages and writing, she turns complex employment issues into clear insights to help employers stay ahead of the curve in an ever-changing global workforce.

Time Off Policy FAQs

What is a time off policy template?

A time off policy template is a pre-structured document that outlines rules for vacation, sick leave, and other absences. Instead of drafting from scratch, you can adapt this template to your company’s needs.

How does this template compare to using HR software or an Employer of Record?

HR software automates leave tracking, integrates with payroll, and helps you stay compliant, but it comes with added cost and setup. An EOR goes a step further by taking on legal responsibility for employment. This includes managing time off policies in line with local labor laws. By contrast, this template is a free, flexible option for setting clear policies in-house. It’s especially useful for small teams, or as a starting point before investing in HR software or expanding globally with an EOR.

Can this time off policy template be customized?

Yes, this time off policy template is fully customizable. You can edit all sections to reflect your company’s policies, local labor laws, and cultural norms. Add or remove leave types, change approval processes, and adjust entitlements as needed.

Does this template work for both small and large teams?

Absolutely. This template works for both small and large teams. Small businesses can use it to create their first formal leave policy, while larger organizations can rely on it to standardize rules across departments or locations. As your headcount grows, though, manual tracking can become messy and that’s when investing in HR software helps you scale without errors.

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Time Off Policy Template