What is Special Leave? Meaning, Types and Example

When special leave is used

Special leave is the company's way of saying that an absence was not the employee's choice, or that it serves a wider good, so it should not eat into their own leave. It is usually approved by HR or a senior manager rather than the immediate manager, with a short justification on record.

• Floods, cyclones or other disasters that stop the employee reaching work
• Attending court as a witness or on a summons
• Quarantine or isolation ordered by health authorities
• Representing the state or country in sports
• Blood or organ donation, including recovery days
• Relocation after a company transfer

Special leave versus other leave types

Casual, sick and earned leave are entitlements the employee plans and spends. Special leave is discretionary and tied to an event. Some policies list specific special leaves separately, such as bereavement leave, marriage leave or transfer leave, while others group them under one special leave heading. Either approach works, as long as each situation has a clear number of days and an approval route.

Keeping special leave fair

Because it is discretionary, special leave can look like favouritism if it is granted unevenly. Record each grant with the reason and the approver, and review the list once a year. If the same situation keeps coming up, write it into the policy as its own leave type with fixed days, so managers no longer have to decide it case by case.

Frequently asked questions