Menstrual leave policy template
Copy the text below and replace everything in square brackets with your company details.
1. Purpose
This policy provides paid menstrual leave to women employees of [Company Name] and sets out simple, private arrangements for using it, so that no employee has to choose between her health and her attendance record.
2. Scope
It applies to all women employees from the date of joining, including probationers, trainees and fixed-term employees.
3. Entitlement
- Each eligible employee may take up to [1] day of paid menstrual leave in a calendar month, as a full day or a half day.
- Unused menstrual leave does not carry forward to the next month and is not encashed.
- Menstrual leave is separate from sick and casual leave and does not reduce those balances.
- Where a state government order that applies to the establishment gives a higher entitlement, that order is followed.
4. Applying
- The employee tells the manager she is on leave, without stating the reason, and records it in the leave system on the day or the next working day.
- No medical certificate or explanation is required.
- In the team calendar, the leave appears as [personal leave], so the reason is visible only to the manager and HR.
- On days when she prefers to work, the employee may ask to work from home instead, if her role allows it.
5. Workplace support
- Sanitary products are available in [the women's washrooms at every location].
- A clean rest area is available for anyone who needs to lie down for a short time.
- Employees with severe or long-term conditions, such as endometriosis, may use sick leave with a medical certificate, and HR will discuss reasonable adjustments with them.
6. Confidentiality and respect
- Information about menstrual leave is confidential and is not discussed in the team.
- Use of menstrual leave is not considered in ratings, promotions or allocation of work.
- Remarks or jokes about an employee's use of this leave are misconduct, and those that amount to sexual harassment are dealt with under the POSH policy.
7. Responsibilities
- Employees: use the leave for its purpose and inform the manager as early as possible on the day.
- Managers: approve without questions, protect privacy and arrange cover quietly.
- HR: set up the leave type, keep records confidential and collect feedback.
8. Review
HR reviews usage and feedback from women employees after the first [6] months and then every year, and updates the policy if a state order on menstrual leave comes to apply to the company.
What to include
Check your state first
Before finalising, check whether your state government has issued an order on menstrual leave for private employers, and follow it where it applies. Otherwise the policy is a company benefit you design yourself.
Trust, not certificates
Do not ask for medical certificates or reasons for routine menstrual leave. A certificate requirement makes the benefit unusable in practice and signals distrust.
Privacy in records
Decide how the leave appears in calendars and team views. A neutral label protects employees from unwanted questions from colleagues.
Half days and WFH
Allow half days and an option to work from home where the role permits. Some employees prefer to work lightly rather than take a full day off.
No effect on appraisal
State that using menstrual leave does not count against ratings, promotions or work allocation. Without this assurance, the policy exists on paper but is rarely used.
Support beyond leave
Pair the leave with basics: sanitary products in washrooms, a rest area and reasonable adjustments for severe conditions. These cost little and matter every month.
Common mistakes to avoid
- Requiring a doctor's note or a reason for a single day of menstrual leave.
- Showing the leave type by name on a calendar the whole team can see.
- Letting managers comment on how often an employee uses the leave.
- Counting menstrual leave in attendance scores used for ratings or incentives.
- Launching the policy without briefing managers, which leads to awkward refusals.
Run it in ZeniaHR
In ZeniaHR Leave Applications, the rules for a menstrual leave type can limit it by gender, allow half days, cap the days per application and allow back-dating, with no document needed. Requests go to the reporting manager and then HR, and balances and history sit in the Leave Ledger. Access Control data scopes can be set so that only the employee's reporting line and HR see her leave records.
See it on your own data
A 30-minute demo on a video call. We set up your departments, shifts and leave rules and show attendance, leave and payroll running for your team. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
Is menstrual leave mandatory in India?
It depends on your state. The four Labour Codes do not create a menstrual leave entitlement, so for most private employers it is a company benefit, but a state government can issue its own order. Check the current position in each state where you have staff before finalising the policy.
How many days of menstrual leave should a company give?
A simple design is one day a month, usable as a full day or two half days, with no carry forward. Some employers give up to two days. Choose a number you can sustain, keep the process simple and review usage and feedback after six months.
Should menstrual leave need a medical certificate?
No. A certificate for a single day of period-related leave is impractical and discourages use. Keep certificates for sick leave taken for severe or long-term conditions, where medical advice helps HR plan reasonable adjustments at work.
Can menstrual leave be misused?
Any leave can be misused, but the risk is small because the entitlement is usually limited, such as one day a month. Manage it like other leave: notice unusual patterns, speak privately if needed and avoid demanding proof, which harms far more employees than it catches.