What Is Personal Leave?

Personal leave is time off from work granted for personal matters that do not fall under other specific leave categories like sick leave, vacation, bereavement, or jury duty. Personal leave allows employees flexibility to handle family responsibilities, personal appointments, emergencies, religious observances, or other individual needs without using vacation days or calling in sick. Personal leave may be paid or unpaid depending on employer policy.

Key takeaways

Define what qualifies, how to request, and expected notice periods.
Clarify documentation rules and protect employee privacy.
Balance fairness with coverage planning across teams.
Related: Time-off request.

52% of organizations offer personal days as separate benefit (average 3.5 days/year). Another 35% include personal time in PTO banks (18–23 days annually) (SHRM).

What Are the Types of Personal Leave?

Paid Personal Days: 3–5 days annually, use-it-or-lose-it
Unpaid Personal Leave: Unpaid time off when paid days exhausted
PTO Banks: Combined vacation, sick, personal (15–25 days total)
Floating Holidays: 1–2 floating holidays for religious/cultural observances
Discretionary Time Off: 7–10% offer unlimited time with manager approval

What Is Personal Leave Used For?

Nurse in scrubs taking a break in hospital break room

Family Responsibilities: Childcare during closures, conferences, caring for elderly, appointments, emergencies. Personal Appointments: Medical/dental/mental health care, legal, financial, home service—without documentation. Religious/Cultural Observances: Days not recognized as company holidays. Emergency Situations: Car breakdowns, home emergencies, urgent pet care, crises. Mental Health: Mental health days, personal development, rest when burned out but not ill.

How Does Personal Leave Differ From Other Leave Types?

vs. Vacation: Vacation for planned leisure (2–4 weeks notice, 10–20 days); personal for short-notice needs (1–2 days per request, 3–5 days annually).

vs. Sick Leave: Sick for illness/injury/medical (may require documentation, some states mandate); personal for non-medical (no documentation, not mandated). Using sick for non-medical may be disciplinary infractions.

vs. FMLA: FMLA for 12 weeks unpaid job-protected serious conditions (legally mandated, certification required); personal for 1–5 days minor matters (may be paid/unpaid, not protected).

vs. Compassionate Leave: Compassionate for bereavement/crisis (3–5 days paid); personal broader category.

What Are Typical Personal Leave Policies?

Accrual: 3–5 days granted annually/at anniversary, prorated for mid-year hires, granted in full not accrued monthly.

Advance Notice: 24–48 hours for planned, same-day for emergencies. Manager approval required. Sudden absences without notice may be unauthorized absences.

Carryover/Payout: Most use-it-or-lose-it; some allow 1–2 days carryover; no payout at termination. Check state restrictions.

Documentation: No reason documentation required; don’t require private details. Extended leave may need information for FMLA/accommodation determination.

Approval: Supervisors approve based on operational needs and coverage, not preference.

What Are Legal Requirements for Personal Leave?

Federal: FLSA doesn’t require personal leave. FMLA may apply when requests qualify as serious health conditions or family care.

State/Local: 15+ states require paid sick leave (3–7 days). Washington, Oregon, Colorado mandate general paid leave (40–80 hours). Check local requirements.

Discrimination: Cannot deny based on protected characteristics or in retaliation. Consistent policies reduce risk.

Religious Accommodation: Title VII requires reasonable accommodation. Personal days or floating holidays common. Denial may violate federal law.

How Should Employers Manage Personal Leave Requests?

Two warehouse workers during morning shift handoff at loading dock

Clear Policies: Define qualifications, allocation, notice requirements, approval process, carryover/payout, consequences of unauthorized absences. Include in handbooks and onboarding.

Train Managers: Ensure understanding of policies, criteria, documentation. Inconsistent application creates claims and morale issues.

Respect Privacy: Don’t require private details; general categories suffice.

Balance Needs: Denying leave damages employee loyalty. Consider split shifts, staggered shifts, cross-training, temporary coverage. Flexible time-off request approval improves retention.

Track Patterns: Excessive use may indicate absenteeism; minimal use suggests employees feel unable to take time.

Integrate with PTO: Coordinate with vacation and sick leave.

Best Practices for Employees

Provide advance notice (1–2 weeks for planned appointments), be honest about timing/duration, don’t abuse (patterns around holidays raise concerns), coordinate to avoid simultaneous absences (teamwork), delegate tasks before leave, understand policy (allowance, rollover, notice, approval).

Common Challenges and Solutions

Distinguishing from Sick Leave: Clear definitions (personal for non-medical; sick for illness/injury). Last-Minute Requests: Require notice but recognize emergencies; track patterns; address abuse through progressive discipline. Denial: Establish criteria (multiple absences, critical deadlines, inadequate coverage, exhausted balance); document reasons. Peak Period Requests: Communicate blackout periods; apply consistently. Unequal Access: Prorated leave for part-time reduces legal risk. Cultural Stigma: Leadership models healthy use; recognize work-life balance.

Impact on Employee Well-being

Reduced Burnout: Taking personal days without using vacation or lying about illness reduces stress, improves employee loyalty. Improved Balance: Acknowledges lives outside work (important for parents, caregivers, those with chronic conditions). Increased Trust: No detailed explanations demonstrates trust; employee empowerment improves engagement. Better Attendance: Planning appointments reduces last-minute sick calls, reducing absenteeism.

The Bottom Line

Personal leave is time off for matters outside sick leave, vacation, or other categories—typically 3–5 paid days annually for family responsibilities, appointments, emergencies, religious observances, or individual needs.

Federal law doesn’t mandate personal leave; some states/municipalities require paid time off. Differs from sick leave (medical only), vacation (planned leisure), FMLA (extended job-protected), compassionate leave (bereavement/emergencies).

Effective policies: clear definitions, advance notice when possible, consistent approval, privacy respect, balance between business needs and flexibility. Track patterns, train managers, integrate with time-off management.

Employees: provide advance notice, use for legitimate needs not extra vacation, coordinate with teammates, understand policy limitations.

Try ShiftFlow’s time-off management tools to automate time-off requests, track balances, and manage approvals.

Sources

Society for Human Resource Management – Employee Benefits Survey
U.S. Department of Labor – Leave Benefits
National Partnership for Women & Families – Paid Sick Days
U.S. Department of Labor — FMLA Overview: https://www.dol.gov/agencies/whd/fmla
National Conference of State Legislatures — Paid Sick Leave Overview: https://www.ncsl.org/labor-and-employment/paid-sick-leave

Frequently Asked Questions

What is personal leave?

Personal leave is time off from work for personal matters that do not fall under sick leave, vacation, or other specific categories. It can be used for family responsibilities, appointments, emergencies, or religious observances. Personal leave may be paid or unpaid depending on employer policy.

How many personal days do employees typically get?

Most employers offer 3–5 personal days annually as a separate benefit. Some organizations include personal days in PTO banks (15–25 days total for all purposes), while others provide unlimited discretionary time off with manager approval.

What is the difference between personal leave and sick leave?

Sick leave is specifically for illness, injury, or medical appointments. Personal leave is for other matters like family responsibilities, personal appointments, emergencies, or religious observances. Some states mandate paid sick leave but not personal leave.

Do employers have to pay for personal leave?

Federal law does not require paid personal leave. Payment depends on company policy. Many employers provide 3–5 paid personal days annually, while others offer unpaid personal leave or include personal time in general PTO banks.

Can personal leave be denied?

Yes, employers can deny personal leave requests based on legitimate business needs like inadequate coverage, critical deadlines, or multiple team members already off. Denials should be based on operational needs, not manager preference, and applied consistently.

Do personal days roll over to the next year?

Most personal leave policies are use-it-or-lose-it with no carryover. Some employers allow carrying over 1–2 unused days. Unlike vacation in some states, personal days are typically not paid out upon termination. Check your specific policy.