Home / Document templates / Vacation Policy
Vacation Policy
Free vacation/PTO policy template outlining how paid time off accrues, is requested, and is paid out.
- SSL-secured
- No signup required
- Free, always
This free vacation policy covers Accrual, Eligibility, Requesting Time Off, Carryover, Payout Upon Termination with 5 clearly marked [placeholder] fields to fill in — built for small business owners and first-time managers handling an HR moment professionally without a dedicated HR department to lean on. Copy it into your own word processor, fill in the placeholders, and review it — or adapt it — before use. It's part of docstoc's free document template library, alongside business, legal, real estate, finance, and HR templates. Every template here is free to copy with no signup required, and each one carries a plain disclaimer: this is a starting point for informational purposes, not a substitute for advice from a licensed professional in your jurisdiction.
Vacation Policy
Company: [Company Name] · Effective Date: [Date]
Accrual
Employees accrue [Number] days of paid vacation per year, [accruing monthly/per pay period], starting from their hire date.
Eligibility
[Any waiting period before new employees can use accrued time — e.g. "after 90 days of employment."]
Requesting Time Off
Requests should be submitted at least [Number] days in advance via [System/process], subject to manager approval based on business needs.
Carryover
[ ] Unused vacation carries over up to [Number] days into the next year. [ ] Unused vacation does not carry over ("use it or lose it," where legally permitted).
Payout Upon Termination
[State whether unused accrued vacation is paid out upon termination — required by law in some states regardless of company policy.]
Blackout Periods (if applicable)
[Any periods where vacation requests are limited due to business needs.]
Acknowledged by: ______________________ Date: ____________
*This document is provided for informational and educational purposes only and does not constitute legal advice. A number of US states legally require accrued, unused vacation to be paid out at termination and prohibit "use it or lose it" policies entirely — confirm your state's specific rules before finalizing this policy.*
Edit directly in the box above. Download PDF anytime — the docstoc.io footer is always included and cannot be removed.
What's included
- Edit online — click the document, fill in placeholders, download a PDF
- 6 standard sections: Accrual, Eligibility, Requesting Time Off, Carryover, Payout Upon Termination, Blackout Periods (if applicable)
- 5 clearly marked [placeholder] fields for quick personalizing
- Free to use — no account or signup required
- Fully editable — adjust any clause to match your actual situation
- Includes a signature block, ready to print or sign digitally
- Fixed docstoc.io footer on every PDF (not removable)
Who this template is for
Freelancers & solo founders
Handling routine business paperwork without commissioning custom legal drafting for every document.
Small businesses
Standardizing recurring documents — leases, agreements, notices — across a growing operation.
Anyone reviewing before signing
Using a clear starting structure to understand what a document should cover, even if a lawyer finalizes it.
Growing teams
Formalizing hiring and performance processes as a company adds its first employees.
FAQ
Is this vacation policy template really free?
Yes. Like every template in docstoc's library, this vacation policy is free to use, with no account or signup needed to view, edit, or download it.
What does this vacation policy cover?
This hr template includes Accrual, Eligibility, Requesting Time Off, Carryover. Fill in the [bracketed] placeholders, edit any clause online, then download a PDF — the docstoc.io footer stays on every export.
Is this legal advice?
No. This follows common HR practice, but requirements around notice, classification, and required disclosures shift by state and change over time. Get an employment attorney or HR professional to confirm compliance for your specific situation before relying on it.
Can I edit the wording?
Yes. All 5 placeholder fields and every clause are editable right on the page — change what doesn't fit, then download an updated PDF anytime.
Where can I find more free templates like this?
Browse more free hr and related document templates in the docstoc library at /document-templates/.
More free document templates
- Employee Offer Letter
- Employee Written Warning / Disciplinary Notice
- Employment Agreement
- Cover Letter
- Employee Handbook Outline
Five products, one platform
Why use this instead of a generic template
Security
Served over SSL from Cloudflare's edge network — no ad trackers, no third-party scripts on template pages.
Legality
Templates are drafted for general use, not a substitute for legal advice — check the note on each page for specifics.
Privacy
No account or signup needed to copy a template — nothing you type here is stored unless you choose to sign up.
Speed
Copy the subject and body directly — no form to fill in, no export step, no waiting on a download link.
Mobile-friendly
Every template page works the same on a phone as a desktop — copy on the go, no app required.
API available
Building your own tool? docstoc's API covers invoices, reminders, and templates directly.