Downloadable and customisable documents relating to time off work.
Time taken to return to work following planned surgical operations
Letter agreeing to request for time off for study or training
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.
Letter agreeing to time off for jury service
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.
Letter agreeing to time off for public duties
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.
Letter inviting employee to a meeting to discuss a request for time off for training
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.
Letter refusing request for time off for study or training
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.
Letter supporting an employee's application to defer jury service
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.
Letter to an employee setting out the conditions for taking paid study leave
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.
This policy sets out the details of the support that the Organisation 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.
Compassionate leave policy
This is a discretionary policy; there is no statutory requirement to provide compassionate leave. Therefore the duration and level of pay (including no pay) given under this policy can be determined by the employer.
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.
Management of time off relating to religion or belief
This policy covers legislation, what the regulations cover and examples, religious observance and life events.
Policy on granting extended leave for personal reasons
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.
Policy on leave for elective surgery
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.
Fertility Journey (including IVF) Policy
The policy covers the situation where employees undertake fertility (including 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 organisation and employee is outlined.
Note this includes an optional clause for organisations that have committed to the Fertility Workplace pledge.
This right is at the employers discretion.
Policy on time off work for jury service
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.
Policy on time off work for medical and dental appointments
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.
Policy on time off work for trade union learning representatives
This policy describes the role of trade union learning representatives and when they are permitted time off work to fulfil their duties.
Policy on time off work to deal with domestic emergencies
Use this policy to set out an organisation's approach to employee requests for time off work to address a domestic emergency situation.
Severe weather policy
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.
Time off for public duties policy
This policy covers the meaning of public duties, requests for time off, payment for time off, and appeals.
Time off for training policy
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.
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.
Severe weather policy (fair work charter)
This policy adopts the guiding principles for Scottish organisations as set out within the 'Fair work charter - severe weather' published by the Scottish government and Scottish Trade Union Congress. The policy follows the key recommendations that employees should not be required to complete their contractual obligations nor incentivised to do so during periods of severe weather. The policy contains details of how decisions will be taken, when flexibility can be used and the responsibility of employees during severe weather conditions.
Time off in lieu (TOIL) request form
This form can be used by employees to request to take previously banked TOIL.