Free policy template · Word

Leave Policy for IT Company

An IT company leave policy sets out how software and IT services employees earn, apply for and use leave. Beyond earned, casual and sick leave, it covers IT realities: floating holidays for distributed teams, compensatory off for weekend releases or production support, leave planning around client deliveries and rules for employees deployed at client sites.

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[Company Logo][Company Name]

LEAVE POLICY

Company:: [Company Name]
Policy No. / Version:: [Reference Number] / [Version Number]
Effective Date:: [Date]

1. Purpose

To help employees rest and manage personal needs while ensuring project continuity for our clients.

2. Scope

Applies to all full-time employees of [Company Name] in India, including those deployed at client locations. Interns and contract staff follow their engagement terms.

3. Leave Entitlement

Leave Type	Days per Year	Accrual	Carry Forward / Encashment
Earned / Privilege Leave	[Number]	Monthly	Carry forward up to [Number] days; encashment as per policy
Casual Leave	[Number]	Credited [annually / quarterly]	Lapses at year end
Sick Leave	[Number]	Credited annually	[Carry forward rule]
Floating Holidays	[Number]	From approved list	Lapses at year end
Maternity Leave	As per law	-	-
Paternity Leave	[Number]	-	-
Bereavement Leave	[Number]	-	-

4. Holidays

The company declares [Number] fixed holidays and [Number] floating holidays every year, published in December. Employees at client sites may follow the client's site holiday calendar, with any shortfall made up through additional floating holidays.

5. Compensatory Off

Employees asked by their manager to work on a weekend or declared holiday for releases, migrations or production support are eligible for one comp-off per full day worked.
Comp-off must be requested in the HRMS within [Number] days and availed within [Number] days of the work date.
Comp-off cannot be encashed.

6. Procedure

Apply for planned leave on the HRMS at least [Number] working days in advance, and for leave longer than [Number] days, at least [Number] weeks in advance.
Discuss leave with your project manager so sprint plans and client commitments are adjusted.
For unplanned leave, inform your manager before the start of your shift and apply on the HRMS within [Number] days of return.
Sick leave beyond [Number] consecutive days requires a medical certificate.
Leave during declared release blackout periods may be approved only in emergencies.

7. Responsibilities

Employees plan leave responsibly and hand over critical tasks. Managers approve or decline leave within [Number] working days and ensure fair distribution. HR maintains records and resolves disputes.

8. Non-compliance

Unauthorised absence will be treated as leave without pay and may lead to action under the Disciplinary Policy after the employee is heard.

9. Review

HR reviews this policy annually and when laws change.

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

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What this template includes

Leave types and annual entitlement
Accrual, carry-forward and encashment
Floating holidays for regional festivals
Comp-off for weekend or holiday work
Application and approval through HRMS
Client-site and project release considerations
Statutory leaves: maternity and others

When to use it

Drafting the first formal leave policy for a growing IT firm
Aligning leave rules after the Labour Codes came into force
Adding comp-off and floating holiday rules
Harmonising leave across multiple office locations

How to customise this template

1Fill in day counts per leave type for your state
2Set carry-forward and encashment caps
3Define comp-off validity period
4Insert your floating holiday list
5Specify blackout periods for releases if any

HR tips

Check state Shops and Establishments minimums before fixing numbers
Encourage leave planning in sprint calendars
Do not cancel approved leave without strong reason and compensation
Show leave balances clearly in the HRMS

This policy is a starting point. Review entitlements against the Labour Codes, your state's Shops and Establishments rules, maternity benefit law and with a legal adviser before adoption.

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Frequently asked questions

How much earned leave do IT employees get?+

It depends on company policy and the state's Shops and Establishments rules, which set minimums. Many IT companies offer 15 to 24 days of earned or privilege leave a year.

What is comp-off in IT companies?+

Compensatory off is a day off given in exchange for working on a weekend or holiday, usually to be used within a fixed period.

Do employees at client sites follow client holidays?+

Often they follow the client's holiday calendar for that site, with the company ensuring the total holidays are not fewer than its own policy.

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[Company Logo][Company Name]
LEAVE POLICY – PLANT
Company / Plant:
[Company Name] / [Plant Name]
Version:
[Version Number]
Effective Date:
[Date]
1. Purpose
To set clear, fair leave rules for all plant employees while maintaining safe manning of every shift.
2. Scope
Applies to all workmen, supervisors and staff on the rolls of [Plant Name]. Contract workers are covered by their contractor's leave arrangements as per law.
3. Leave Types
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Leave Policy for Manufacturing Company
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[Company Logo][Company Name]
WORK-FROM-HOME AND HYBRID WORK POLICY
Company:
[Company Name]
Version:
[Version Number]
Effective Date:
[Date]
1. Purpose
To offer flexibility while protecting client commitments, information security and team collaboration.
2. Scope and Eligibility
- Applies to confirmed employees in roles that can be performed remotely, as decided by the department head.
- Employees on probation may work from home with manager approval.
- Projects whose client contracts require on-premise or ODC work are excluded unless the client approves in writing.
3. Work Models
Policy · Word
Work-from-Home Policy for IT Company
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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment – [Designation], [Department]
Dear [Candidate Name],

With reference to your application and the interviews held, we are pleased to offer you the position of [Designation] in the [Department] department of [Company Name], based at [Work Location]. You will report to [Reporting Manager]. We request you to join on or before [Date of Joining].
1. Compensation
Your annual Cost to Company (CTC) will be ₹[CTC], as detailed below. Statutory deductions such as PF, ESI (if applicable), professional tax and income tax will be made as per law.
Letter · Word
Offer Letter Format for Pharma Company
Download .docx
[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Candidate ID:
[Candidate ID]
To,
[Candidate Name]
[Candidate Address]
[Email Address]
Subject: Offer of Employment – [Designation] ([Grade])
Dear [Candidate Name],

Congratulations! Following our discussions, [Company Name] is pleased to offer you the position of [Designation] at grade [Grade] in our [Department] practice. Your base location will be [Work Location] and you will report to [Reporting Manager]. Your expected date of joining is [Date of Joining].
Compensation
Component Annual (₹)
Fixed Pay (Basic, HRA, allowances) [Amount]
Employer PF Contribution [Amount]
Gratuity [Amount]
Target Variable Pay [Amount]
Total CTC [CTC]
Letter · Word
Offer Letter Format for IT Company
Download .docx
[Company Logo][Company Name]
LETTER OF OFFER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer for the Role of [Designation] – [Team Name]
Dear [Candidate Name],

It was great speaking with you. We are happy to offer you the role of [Designation] in the [Team Name] team at [Company Name]. You will primarily work on [Product / Client Project] using [Tech Stack], reporting to [Reporting Manager]. Your work arrangement will be [Onsite / Hybrid / Remote] with base location [Work Location], and your proposed date of joining is [Date of Joining].
1. Compensation and Benefits
- Annual CTC: ₹[CTC], including fixed pay, employer PF contribution and gratuity.
- Performance bonus: up to ₹[Amount] per year, based on the bonus plan.
- ESOP: a proposed grant of [Number] options, subject to the company's ESOP plan, board approval and the vesting schedule in your grant letter.
- Equipment: a company laptop with licensed tools / a monthly device allowance of ₹[Amount].
- Health insurance for you and dependants as per policy.
Letter · Word
Offer Letter Format for Software Development Company
Download .docx

Component	Annual (₹)
Fixed Pay (Basic, HRA, allowances)	[Amount]
Employer PF Contribution	[Amount]
Gratuity	[Amount]
Target Variable Pay	[Amount]
Total CTC	[CTC]

[Company Logo][Company Name]

OFFER OF EMPLOYMENT

Ref. No.:: [Reference Number]
Date:: [Date]
Plant:: [Plant Name]

To,
[Candidate Name]
S/o / D/o [Parent Name]
[Candidate Address]

Subject: Offer of Employment as [Designation] – [Department], [Plant Name]

Dear [Candidate Name],

We are pleased to offer you employment as [Designation] in the [Department] department of our plant at [Work Location]. You will report to [Reporting Manager]. Please report to the plant HR office at 9:00 a.m. on [Date of Joining].

1. Wages and Statutory Benefits

Component	Monthly (₹)
Basic Salary	[Basic Salary]
Dearness Allowance (DA)	[Amount]
HRA	[HRA]
Conveyance / Shift Allowance	[Amount]
Gross Monthly Wages	[Amount]
Employer PF (12% of basic + DA, as per rules)	[Amount]
Employer ESI (if eligible)	[Amount]

Letter · Word

Offer Letter Format for Manufacturing Company

Download .docx

[Company Logo][Company Name]

OFFER LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Process:: [Process Name]

To,
[Candidate Name]
[Candidate Address]
Mobile: [Mobile Number]

Subject: Offer of Employment – [Designation], [Process Name]

Dear [Candidate Name],

We are pleased to offer you the position of [Designation] for the [Process Name] ([Voice / Non-Voice]) process at our [Work Location] centre, reporting to [Reporting Manager]. Your date of joining will be [Date of Joining].

1. Salary Structure

Component	Monthly (₹)
Basic Salary	[Basic Salary]
HRA	[HRA]
Other Allowances	[Amount]
Night Shift Allowance (eligible shifts)	[Amount]
Attendance Incentive (on meeting criteria)	[Amount]
Employer PF / ESI	[Amount]
Monthly CTC	[Amount]

Letter · Word

Offer Letter Format for BPO Company

Download .docx

[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Store Code:
[Store Code]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment as [Designation] – [Store Name]
Dear [Candidate Name],

We are pleased to offer you the position of [Designation] at our [Store Name] store, [Work Location], reporting to the Store Manager, [Reporting Manager]. Please report at the store at [Time] on [Date of Joining].
1. Pay and Incentives
- Monthly gross salary: ₹[Amount] (Basic ₹[Basic Salary], HRA ₹[HRA], other allowances ₹[Amount]).
- Annual CTC: ₹[CTC], including employer PF and ESI as applicable.
- Sales incentive: as per the store incentive scheme, linked to achievement of store and individual targets.
- Staff discount: [Percentage]% on store purchases as per the staff purchase policy.
Letter · Word
Offer Letter Format for Retail Company
Download .docx

Leave Policy for IT Company

Preview of the policy

1. Purpose

2. Scope

3. Leave Entitlement

4. Holidays

5. Compensatory Off

6. Procedure

7. Responsibilities

8. Non-compliance

9. Review

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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