A compassionate leave policy provides support to employees during difficult personal circumstances, such as bereavement, family emergencies, or other traumatic events.

Key Takeaways

  • Clear entitlements and procedures
  • Supportive approach during difficult times
  • Flexible arrangements for individual needs
  • No statutory requirement but common practice
  • Documentation protects employer position

Policy Template

1. Purpose

This policy provides support to employees during difficult
personal circumstances. Compassionate leave is granted at
the discretion of [Company Name] and is not a statutory
entitlement.

2. Entitlement

Bereavement Leave:
- Immediate family: Up to [5] days paid leave
- Extended family: Up to [2] days paid leave
- Friend/colleague: Up to [1] day paid leave

Family Emergency:
- Up to [3] days paid leave per incident
- Extension may be granted in exceptional circumstances

Other Circumstances:
- Case-by-case basis
- Manager discretion
- HR consultation if needed

3. Eligible Family Members

Immediate Family:
- Spouse/partner
- Child (including stillborn)
- Parent
- Sibling
- Grandparent
- Grandchild

Extended Family:
- In-law
- Niece/nephew
- Cousin
- Partner's parent
- Close family friend (if acting as next of kin)

4. Requesting Leave

Process:
1. Contact manager as soon as possible
2. Provide brief explanation
3. Indicate expected duration
4. Follow up with formal request

Notice:
- Emergency: No notice required
- Planned: Give as much notice as possible
- Extended: Discuss with manager

5. Pay During Leave

Paid Leave:
- Full pay during compassionate leave
- Normal rate of pay
- Tax and National Insurance deducted
- Pension contributions continue

Unpaid Leave:
- May be granted for extended periods
- By agreement with manager
- HR consultation required

6. Return to Work

Process:
- Return to work interview if needed
- Adjusted duties if appropriate
- Flexible working considered
- Employee assistance program available

7. Documentation

Required:
- Brief explanation of circumstances
- Expected duration of absence
- Any supporting evidence if requested

Not Required:
- Detailed explanation of personal circumstances
- Proof of relationship (unless unclear)
- Medical evidence (unless for health reasons)

8. Special Circumstances

Bereavement During Leave:
- May extend leave period
- Discuss with manager
- HR consultation if needed

Multiple Incidents:
- Case-by-case basis
- Consider cumulative impact
- Support available

Long-Term Impact:
- Employee assistance program
- Flexible working arrangements
- Adjusted duties if needed

Implementation Checklist

Policy Development

  • Entitlements defined
  • Procedures established
  • Policy documented
  • Legal review completed
  • Management approval obtained

Communication

  • Policy document prepared
  • Employee handbook updated
  • Manager training scheduled
  • Employee communication plan
  • Q&A session planned

System Setup

  • Leave tracking configured
  • Notifications configured
  • Reporting set up
  • Integration with payroll
  • Return to work process defined

Ongoing Management

  • Regular policy review scheduled
  • Employee feedback gathered
  • Best practices updated
  • Training refreshed
  • Compliance audits scheduled

Employment Rights Act 1996

  • No statutory right to compassionate leave
  • Discretionary - employer decides
  • Contract terms - may include compassionate leave
  • Company policy - provides guidance

Equality Act 2010

  • Protected characteristics - age, disability, gender, etc.
  • Indirect discrimination - avoid policies that disadvantage
  • Reasonable adjustments - for disabled employees
  • Harassment - protect from bullying

Compliance Checklist

  • Policy documented and communicated
  • Entitlements defined
  • Request process established
  • Pay arrangements documented
  • Return to work process defined
  • Special circumstances addressed
  • Record-keeping requirements met
  • Regular review scheduled
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