● Free HR template guide · 2026
Leave Policy Template for Indian Employers
Most leave fights are not about entitlement—they are about ambiguous sandwich rules and who approves WhatsApp requests.
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Leave policies translate statutory minimums and company generosity into approvable rules. Indian teams juggle earned leave, casual/sick buckets, maternity/paternity, optional holidays, and encashment on exit—each needs clear eligibility and notice periods.
Use this template to draft readable leave rules, then validate against state shops acts and your industry. IntelloHRM leave module can mirror the same accrual and approval logic once numbers are final—this page is the document template, not the product feature tour.
Leave Policy Template — what to include
Leave types and eligibility
Define each leave type, accrual frequency, pro-rata for joiners, and applicability by employee category.
Application and approval
Notice days, blackout periods, half-day rules, and escalation when manager is unavailable.
Clubbing and sandwich rules
State explicitly if weekends/holidays count between leave days—silence causes payroll chaos.
Encashment and lapse
Year-end carry forward caps, exit encashment formula, and negative balance handling.
Leave Policy Template checklist
- ✓Map leave types to payroll paid-days codes
- ✓Publish holiday calendar alongside policy
- ✓Define comp-off expiry for shift staff
- ✓Set maternity/paternity beyond statutory minimums if offered
- ✓Train managers on approval SLAs
- ✓Sync policy effective date with HRIS accrual reset
How IntelloHRM helps with Leave Policy Template
Configure leave types in IntelloHRM to match your written policy—employees apply on mobile, managers approve, and payroll sees locked paid days without spreadsheet exports.
Related searches: leave policy format India · company leave rules template · earned leave policy sample · HR leave policy PDF
Leave Policy Template — FAQs
How many casual leaves are typical?
No single statutory number for all—many SMEs offer 7–12 days combined casual/sick; document yours clearly.
Is leave encashment mandatory?
Depends on state and policy; some mandates on termination—confirm locally.
Can leave be negative?
Policy choice—if allowed, cap negative balance and recovery on exit.
Optional holidays handling?
Let employees pick from a list; unused optional holidays usually lapse.
Leave during notice period?
State if PL encashment allowed and whether new leave requests are blocked.
Probation leave accrual?
Clarify if accrual starts day one or post-confirmation.
Does IntelloHRM support multi-location calendars?
Configure location-specific holiday sets—validate during trial.
Carry forward vs lapse?
Specify maximum carry forward and whether excess auto-lapses or encashes.
Standardise your Leave Policy Template
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