# Design a fair paid time off (PTO) policy

A PTO policy covering accrual, requests, carryover, emergencies, and misuse, plus manager guidance for applying it consistently.

- Topic: HR & Hiring
- Framework: Few-Shot
- Level: Standard
- Tags: HR & Hiring, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/design-a-fair-paid-time-off-pto-policy

## Prompt

```text
Help me design or revise our paid time off (PTO) policy.

**Organization:** [size, industry, locations - countries/states matter]
**Current setup:** [accrual or front-loaded, separate sick leave or combined, unlimited, current days]
**Problems we're seeing:** [e.g. "last-minute requests", "people never take leave", "uneven approvals between managers", "suspected misuse around holidays"]
**Operational constraints:** [coverage needs, peak seasons, shift work]
**Goals:** [e.g. "simpler", "fairer", "reduce burnout", "control liability on the balance sheet"]

Cover:
1. Eligibility and accrual (or allowance), including part-time and new hires.
2. Requesting and approving leave: notice periods, how conflicts are decided (first come, rotation, seniority), and blackout periods if any.
3. Carryover, caps, and payout at termination.
4. Unplanned and emergency absences: sick days, family emergencies, bereavement, and what documentation is reasonable.
5. Handling misuse fairly: patterns to look at, a conversation-first approach, consistent steps, and what not to do (e.g. penalizing protected leave).
6. How employees can raise concerns or appeal a decision.
7. Guidance for managers to apply the policy consistently, with 3 example scenarios.

Return the policy text in plain language, a one-page employee summary, and a list of points marked [CHECK LOCAL LAW]. Leave entitlements, sick leave, and payout rules vary by country and state, so have HR or employment counsel review before rollout.
```

## What to fill in

- size, industry, locations - countries/states matter
- coverage needs, peak seasons, shift work
- CHECK LOCAL LAW

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.