Time off work

Find out about HR-Inform

To access all of HR-Inform you need to:

Model documents and policies

Downloadable and customisable documents relating to time off work.
Table of contents

Forms

Word

Time taken to return to work following planned surgical operations

 (52 KB)
Last Modified: 01 Jun 2013
This table details the average length of time for recovery from surgical operations such as hernia reduction, appendix removal, gall bladder removal, colon operation, haemorrhoids reduction, varicose vein reduction, hysterectomy and heart surgery.

Letters

Word

Letter agreeing to request for time off for study or training

 (53 KB)
Last Modified: 01 Jun 2013
This letter informs an employee that the organisation has agreed to their request for time off work for either study or training, and sets out the arrangements for the time off.
Word

Letter agreeing to time off for jury service

 (55 KB)
Last Modified: 01 Jun 2013
This letter notifies an employee that the company will grant time off for jury duty. It covers whether the time off is unpaid or whether the company will pay basic pay. Employees are reminded to keep the company informed of their length of absence.
Word

Letter agreeing to time off for public duties

 (55 KB)
Last Modified: 01 Jun 2013
When an employee makes a request for leave to perform a public duty this letter notifies them that it has been granted. It clarifies whether the leave will be paid or unpaid. The employee must keep the company informed of the expected length of time of absence.
Word

Letter inviting employee to a meeting to discuss a request for time off for training

 (52 KB)
Last Modified: 01 Jun 2013
This letter responds to a request to time off work for training or study by asking the employee to attend a meeting to discuss the request in further detail. The letter outlines the suggested date, time and location of the meeting and explains that the employee can be accompanied at the meeting by a colleague or trade union representative.
Word

Letter refusing request for time off for study or training

 (53 KB)
Last Modified: 01 Jun 2013
This letter explains the reasons why a request for time off for study or training has been refused, and informs the employee of their right to appeal.
Word

Letter responding to a reservist employee who has requested time off to attend camp or training

 (52 KB)
Last Modified: 22 Aug 2013
This letter provides a choice of replies to a reservist requesting time off: a rejection of the request; a requirement for the reservist to use annual leave for the time off; or an acceptance of the leave request along with confirmation that it will be unpaid.
Word

Letter supporting an employee's application to defer jury service

 (55 KB)
Last Modified: 01 Jun 2013
A letter which requests that an employee’s jury service is excused due to it having a severe impact on the business. It explains the reasons why the absence would be so detrimental to the company.
Word

Letter to an employee setting out the conditions for taking paid study leave

 (55 KB)
Last Modified: 01 Jun 2013
This letter confirms that an employee's request to take paid study leave has been approved. It sets out the number of days that can be taken as leave and over what period. It also explains that disciplinary action or withdrawal of the benefit may occur if the employee fails to attend classes or submit coursework.
Word

Letter to an employee to explain their rights if they have been mobilised for service

 (53 KB)
Last Modified: 22 Aug 2013
This letter confirms to employees in the reserve forces what will happen to their pay and annual leave during mobilisation. The letter also deals with company benefits such as salary, annual leave, and sick pay; compensation for loss of earnings and benefits in kind; company pension scheme contributions; and notice of returning to work.

Policies

Word

Carer policy

 (58 KB)
Last Published: 17 Jul 2015
This policy sets out the details of the support that the Company offers to employees who have caring responsibilities. The policy includes a definition of a carer, describes the responsibilities of both managers and employees and the steps that may be taken to arrange flexible working or time off for carers.
Word

Compassionate leave policy

 (55 KB)
Last Modified: 01 Jun 2013
This policy sets out in detail the elements to be taken into consideration in the event of an employee needing to take compassionate leave, including procedure, duration of paid leave, and consequences for abuse of the privilege.
Word

Management of time off relating to religion or belief

 (55 KB)
Last Modified: 01 Jun 2013
This policy covers legislation, what the regulations cover and examples, religious observance and life events.
Word

Policy on granting extended leave for personal reasons

 (56 KB)
Last Modified: 01 Jun 2013
This policy describes how, in exceptional circumstances, an organisation will grant employees time off work for personal reasons and explains the procedure for employees to request this.
Word

Policy on leave for elective surgery

 (57 KB)
Last Modified: 01 Jun 2013
This is a policy that sets out the company's response when employees opt to undergo elective surgery. It sets out both the company's and employee's responsibilities. Entitlement to take time off is included and the procedure that will be adopted when an application is made is outlined.
Word

Policy on leave for fertility treatment

 (57 KB)
Last Modified: 01 Jun 2013
The policy covers the situation where employees undertake IVF treatment. It covers the company's and employee's responsibilities and the entitlement to take time off for treatment. The procedure that is followed by the company and employee is outlined.
Word

Policy on territorial army leave

 (58 KB)
Last Modified: 01 Jun 2013
Where employees are members of the Territorial Army or are a reservist this policy clarifies the company's position. It covers the company's and employee's responsibilities and entitlements (covering camps and training courses, pay and return to work). Application procedures are also set out.
Word

Policy on time off work for jury service

 (55 KB)
Last Modified: 01 Jun 2013
This policy covers time off for jury service. It sets out the employee's responsibilities and entitlements, including whether leave will be paid or unpaid and also sets out a brief overview of the procedure to follow.
Word

Policy on time off work for medical and dental appointments

 (55 KB)
Last Modified: 01 Jun 2013
The policy provides employees with information on their responsibilities when taking time off for medical and dental appointments. The policy outlines that if appointments cannot be made outside working hours permission should be obtained from a manager and explains that time off may be paid or unpaid.
Word

Policy on time off work for trade union learning representatives

 (58 KB)
Last Modified: 01 Jun 2013
This policy describes the role of trade union learning representatives and when they are permitted time off work to fulfil their duties.
Word

Policy on time off work to deal with domestic emergencies

 (56 KB)
Last Modified: 01 Jun 2013
Use this policy to set out an organisation's approach to employee requests for time off work to address a domestic emergency situation.
Word

Severe weather policy

 (55 KB)
Last Modified: 01 Jun 2013
This policy covers the definition of severe weather, responsibilities of the employee, cascade announcements, keeping the organisation operating, working from home, making up lost time and taking time off to care for dependants.
Word

Time off for dependants policy

 (56 KB)
Last Published: 29 May 2015
This policy sets out the right of employees to take a reasonable amount of time off to deal with particular situations relating to dependants. The policy has options to confirm whether this time is paid or unpaid and outlines the definition of a dependant and the procedure that an employee should follow if they need to take time off under this provision.
Word

Time off for public duties policy

 (58 KB)
Last Modified: 01 Jun 2013
This policy covers the meaning of public duties, requests for time off, jury service, payment for time off, and appeals.
Word

Time off for training policy

 (57 KB)
Last Modified: 01 Jun 2013
This policy outlines the process that should be followed when an employee requests time off for training. The policy describes what must be included in a request and the timeframe and process the employer will follow in responding to the request. The policy also outlines what the employee must do if they wish to appeal a decision regarding a training request.
Word

Time off in lieu (TOIL) policy

 (55 KB)
Last Modified: 17 Jul 2015
This policy sets out the rules to be followed when employees take time off in lieu (TOIL) having worked additional hours.
Word

Timekeeping policy

 (54 KB)
Last Modified: 01 Jun 2013
This policy covers timekeeping, for employees based at a company location and for employees based at home or in a field based job, concerns relating to timekeeping, and disciplinary action.