Policy templates
Leave policy template (India)
Written to settle the four things that cause every leave dispute: what accrues, what carries forward, what lapses, and how intervening holidays are counted.
Opens in Excel, Google Sheets, Numbers and LibreOffice — no conversion needed.
Document structure — headings and sections
Preview
The opening of the document. Every bracketed value is meant to be replaced.
# Leave Policy (India) — Template > Replace every **[bracketed]** value before use. Review against the Shops and > Establishments Act applicable in each state you operate in. Not legal advice. ## 1. Scope This policy applies to all employees of **[Company name]** at **[locations]**. The leave year runs from **[1 January to 31 December]**. ## 2. Leave types and entitlement | Type | Annual entitlement | Accrual | Carry forward | |---|---|---|---| | Earned / privilege leave | **[18 days]** | **[1.5 days per completed month]** | **[Up to 30 days]** | | Casual leave | **[7 days]** | **[Credited annually]** | **[Lapses]** | | Sick leave | **[7 days]** | **[Credited annually]** | **[Lapses]** | | Maternity leave | Per the Maternity Benefit Act, 1961 | — | — | | Paternity leave | **[5 days]** | — | **[Lapses]** | Statutory minimums under **[the applicable Act]** override anything less favourable in this table. ## 3. Applying for leave - Leave is applied for in advance through **[system]** and requires approval from the reporting manager. - Earned leave of more than **[3 days]** should be applied for at least **[7 days]** in advance. - Sick leave may be applied retrospectively; absence of more than **[2 days]** on sick leave requires a medical certificate. ## 4. Leave during notice period Leave during the notice period requires approval and **[may not be used to shorten the notice period]**. ## 5. Weekly offs and holidays falling within leave **[Select one and delete the other:]** - **Option A — no sandwich rule.** Weekly offs and public holidays falling within a period of leave are not counted as leave. - **Option B — sandwich rule applies.** Where a weekly off or public holiday falls between two days of **[unapproved absence / loss of pay]**, it is counted as leave. This rule does not apply where the adjacent days are worked.
How to use it
- →Section 5 forces a choice on the sandwich rule. Pick one and delete the other — leaving it ambiguous is what produces disputes.
- →Check your entitlement table against the statutory minimum in each state; the table cannot be less favourable.
- →Comp off has two distinct forms — the statutory substituted holiday and the discretionary credit. Keep them separate in the ledger.
Before you rely on it
Drafting starting point, not legal advice. Leave accrual and carry-forward minimums are statutory; encashment beyond exit settlement is contractual.
When the spreadsheet stops scaling
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