Ready-to-adapt paid-time-off policy text covering eligibility, accrual, request and approval flow, carryover limits, blackout periods, and treatment of unused days.
This policy explains how paid time off (PTO) works at {{Company name}}: who is eligible, how time accrues, how to request it, and what happens to unused days. It is written to be copied into your handbook and adjusted to your numbers and local rules before adoption.
PTO exists so people can rest, handle personal matters, and return to work well. This policy applies to {{Eligible groups, for example all full-time employees}}. Sick leave, parental leave, and public holidays are covered by their own policies and are separate from the PTO balance described here.
Up to {{Carryover cap}} unused days may be carried into the next year and must be used by {{Carryover deadline}}. Days beyond the cap are handled as follows: {{Treatment of excess days}}. The company encourages using PTO in the year it accrues; managers review balances quarterly and prompt people who are not taking time off.
Certain weeks may be designated blackout periods when the business cannot support broad absence, such as {{Blackout examples, for example launch or closing weeks}}. Blackout periods are announced at least {{Blackout notice period}} in advance and used sparingly. When requests overlap within a team, they are coordinated on a first-requested basis, with manager discretion to keep outcomes fair.
The treatment of accrued, unused PTO at the end of employment — including whether it is paid out — follows applicable law and is handled in the final-pay process. The company's default treatment is: {{Payout treatment on exit}}.
Jurisdiction note
Statutory minimum paid leave, accrual and carryover rules, and whether unused PTO must be paid out at the end of employment vary significantly by jurisdiction. Have local counsel review this policy before adopting it.
Not legal advice
This template is provided for general informational purposes only and is not legal advice. Laws differ by jurisdiction and change over time — have a qualified professional review any document before you rely on it.
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