Company Leave Policy Template

A company leave policy template is a necessary document frequently used by employees to balance work and life.

A leave policy is not just a set of rules and policies for managing leave activities, but also helps employees handle personal matters. Essentially, a company leave policy will include the following contents:

1. Purpose of the leave policy template

The leave policy is issued to define and clarify the types of leave applicable within the Company, and to establish uniform principles for managing, requesting, and approving employee leave.

This policy helps to:

• Ensure the legal rights of employees according to legal regulations and Company rules

• Standardize the leave process, avoiding misunderstandings and potential disputes

• Support managers in proactively arranging personnel to ensure continuous production and business operations

• Serve as a basis for tracking and recording workdays, leave days, and handling violations (if any)

2. Scope of the leave policy

This leave policy applies to all employees currently working at the Company, including but not limited to:

• Official employees

• Probationary employees

• Employees working under fixed-term or indefinite-term contracts

• Other cases as per labor agreements (if any)

All employees are responsible for:

• Reading, understanding, and fully complying with the regulations stated in this document

• Confirming receipt and agreement to comply with the Company’s policy

• Following the correct leave request procedure as guided by their management department and the Human Resources department

This policy is an integral part of the Internal Labor Regulations and is applied uniformly throughout the Company

3. Abbreviations (if any) in the leave policy template

To ensure conciseness, clarity, and convenience in presentation, the Company may use certain abbreviations when issuing and applying the leave policy.

The abbreviations used in this document (if any) shall be understood as follows:

• Company: The company applying the leave policy

• CBNV: Employees

• NLĐ: Employee

• NSDLĐ: Employer

• HR: Human Resources Department

• BHXH: Social Insurance

In case new abbreviations arise, the Human Resources department is responsible for providing clear explanations to ensure uniform understanding and application throughout the Company.

4. Types of leave

There are many different types of leave, such as annual leave, maternity leave, sick leave, etc.

4.1. Annual leave

4.1.1. Entitlements

Employees who have worked for the Company for 12 consecutive months are entitled to fully paid annual leave in accordance with labor laws and the Company’s internal policies.

The number of annual leave days is determined based on:

• The employee’s length of service (seniority) at the Company

• The nature and working conditions of each job position

Specifically:

• 12 days/year for jobs under normal conditions

• 14 days/year for arduous, toxic, or hazardous jobs

• 16 days/year for particularly arduous, toxic, or hazardous jobs
  (According to the list prescribed by labor law)

If an employee has not worked for a full 12 months in a year, the number of annual leave days will be calculated proportionally to the actual number of months worked.

Additionally, for every 05 (five) consecutive years of service at the Company, the employee will receive an additional 01 (one) day of annual leave to their total prescribed leave days.

• Reference The latest annual leave request form for businesses.

4.1.2. Benefits & Procedures

During valid annual leave, employees are entitled to the following benefits:

• Receive full salary as per the labor contract

• Considered as working time for the purpose of other benefits (if any)

• Allowed to carry over unused leave days according to Company regulations

• Receive payment for unused leave days in case of labor contract termination or as per internal regulations

Payment for unused leave days will be based on the salary stated in the labor contract at the time of payment, unless otherwise stipulated by law.

Minimum notice period:

• At least 01–03 working days for regular annual leave

• In case of emergency leave, notification must be given as soon as possible and approved by the authorized manager

4.2. Sick Leave

Employees who are unable to be present at the workplace due to health reasons must notify and register for sick leave with their direct manager and the Human Resources Department.

In case of sudden illness or accident, the employee is responsible for:

• Notifying immediately or having someone else notify

• Their direct manager or Head of Department

• No later than 09:00 AM on the day of leave

Employees on sick leave or leave to care for a sick child are entitled to benefits from the Social Insurance Fund according to current regulations. The Company does not pay salary for sick leave and leave to care for a sick child, unless otherwise specified in internal policies.

Leave to Care for a Sick Child

Employees are entitled to leave to care for a sick child according to the following regulations:

• A maximum of 20 working days/year for a child under 03 years old

• A maximum of 15 working days/year for a child from 03 to under 07 years old

Documentation and Confirmation Procedures

Within 03 (three) working days of returning to work, the employee must submit a valid medical certificate to the Human Resources Department to process social insurance benefit payments.

A valid medical certificate is one issued by a legally qualified medical facility and accepted by the Social Insurance agency.

4.3. Personal Leave

Employees are entitled to personal leave with full pay in the following cases:

• Employee’s marriage: 03 (three) working days

• Marriage of an employee’s child: 01 (one) working day

• Death of a biological parent, parent-in-law, spouse, or child: 03 (three) working days

• Death of a biological sibling: 01 (one) working day

Employees are responsible for notifying and registering for personal leave in accordance with the Company’s leave application procedure.

4.4. Maternity Leave

4.4.1. Benefits

Female employees are entitled to 06 (six) months of maternity leave and will receive maternity benefits paid by the Social Insurance Fund as stipulated by law.

Female employees may begin their leave before or after childbirth based on their health condition, recommendations from medical facilities, and current legal regulations.

Female employees nursing a child under 12 months of age are entitled to:

• A reduction of 01 (one) hour of work per day

• Receive full salary

Female employees can arrange with the Company on how to use this 01-hour break, including:

• Starting work later

• Taking a longer lunch break

• Leaving work earlier

With prior approval from the Head of Department, female employees may accumulate the 01-hour break per day to convert into additional leave time after the standard 06-month maternity leave ends (“Equivalent Leave Time”).

Note:

• If the equivalent leave time option is applied, the female employee will no longer be entitled to the reduced 01-hour workday upon returning to work.

• The Human Resources Department is responsible for calculating and confirming the equivalent leave time based on the Company’s work schedule.

4.4.2. Procedure

Female employees must notify their maternity leave plan to:

• Their direct manager

• The Head of Department

• The Human Resources Department

Notification should be given as early as possible, but no later than 02 (two) months before the expected start date of the maternity leave.

Employees on maternity leave are entitled to 06 months of leave as regulated.

To support employees, the Company will:

• Advance the maternity benefit payment to the female employee

• Then carry out the procedure for reimbursement from the Social Insurance Fund

The advance payment will be transferred to the employee’s account after the Human Resources Department receives the birth certificate.

Within 30 days of submitting the birth certificate, the employee must submit a notarized copy of the official birth certificate to the Human Resources Department to complete the reimbursement procedure. Failure to meet this deadline may result in the deduction of the advance payment as regulated.

4.5. Unpaid Leave

The Company does not encourage unpaid leave. In emergency cases, employees are required to prioritize using all their remaining annual leave days before requesting unpaid leave.

Unpaid leave will only be considered when:

• The employee has used all their annual leave days

• There is a valid reason

• It is approved in writing in advance

Approval authority:

• Head of Department: for unpaid leave of up to 03 days

• Head of Department + Head of Human Resources + CEO: for unpaid leave of 04 days or more

5. Leave Record

• Each employee will be provided with a leave record form to use throughout the year. The leave record form will be used for recording, requesting, and approval purposes for all types of leave.
• Based on the leave record, employees can check their remaining leave days and proactively plan their time off. Meanwhile, managers can track and approve leave requests.
• Employees wishing to apply for leave must complete the required information in the leave record. Upon receiving approval, they must submit a copy of the leave record to the Human Resources department.

Read more articles at:
Internal Labor Regulations Template for Businesses (free download)
Working Hours Policy Template (free download)