How to Manage Personal Days Off in Your Workplace

What is a personal day off?

A personal day off is a type of leave employees can use for personal reasons that don’t fall under traditional categories like vacation days or sick leave. While it’s still time off from work, it’s meant to handle things that aren’t necessarily tied to illness or rest.

People use personal days for all sorts of life events, such as:

• Attending a family emergency or caring for a loved one
• Religious observances not covered by public holidays
• A doctor’s appointment or minor medical procedure
• Legal matters like court appearances
• Mental health days to practice self care
• Taking care of personal errands or household tasks

While it may be tempting to feel guilty about taking a personal day, the truth is that it helps employees manage their personal life while still showing up fully at work the rest of the week.

Personal day vs. other leave types

It’s easy to confuse personal time with other types of leave. The difference lies in the purpose and the policies around approval.

Here’s a quick breakdown:

Some employers offer personal days as a separate allowance, while others include them in a broader paid time or PTO bank. It's important to check the company's policy or employee handbook for clarification.

Legal considerations of personal days off

Not all countries treat personal time the same way. Understanding the legal framework helps you stay compliant and fair when building or adjusting your policies.

Personal leave regulations in the US

In the US, there is no federal law requiring employers to offer personal days off. Most companies include them as part of their compensation package or broader paid vacation policy.

Key points for US employers:

• At-will employment gives companies flexibility but also demands clear communication on time-off policies.
• Some states or cities may have paid sick leave laws that indirectly influence personal leave offerings.
• In 2025, several states (like California and New York) have strengthened rules around sick time accrual, but personal days remain optional.
• A policy should clarify whether a doctor’s note is required or if employees must provide evidence when taking time for a personal reason.

Personal leave in the UK

In the UK, personal days are not formally defined by law but may be considered part of annual leave or other types of statutory entitlements.

Key UK points:

• Under the Working Time Regulations 1998, workers are entitled to 5.6 weeks of paid holiday per year (including bank holidays).
• Personal days may be offered in addition to statutory leave, especially by most employers offering enhanced compensation packages.
• Time off for family emergencies is protected under the Employment Rights Act 1996, though it is usually unpaid.
• Personal reasons like religious observances or doctor's appointments may be granted at the employer's discretion or covered under flexible working agreements.

How to create a personal day off policy

A clear policy can prevent confusion, manage expectations, and avoid last-minute surprises. Here’s how to design one that works for both your employees and your business.

Define what qualifies as a personal day

Start by being specific about what taking a personal day actually means. This helps ensure consistency across departments and makes it easier for managers to approve requests without second-guessing.

Events that typically qualify:

• Religious or cultural observances not covered by public holidays
• Legal obligations (e.g. court appearances, immigration appointments)
• Family events such as weddings, funerals, or a loved one’s graduation
• Mental health days or time to practice self care
• Life admin like moving house, arranging childcare, or handling a doctor’s appointment not linked to illness

Events that generally don’t qualify:

• Extended holidays (that’s what vacation days are for)
• Illness or injury (covered under sick leave or paid sick leave)
• Activities unrelated to immediate life events (e.g. hobbies, side jobs)

Should you require documentation?
For most personal days, it’s reasonable not to ask for proof. However, if the day involves a legal or official matter (like a medical procedure or court hearing), you might ask employees to provide evidence, especially during a busy season or busy time for the team.

The key is to avoid making people feel guilty about taking time for legitimate personal reasons—while still having a system that’s fair and accountable.

Decide on the number of days and accrual method

There’s no one-size-fits-all rule when it comes to how many personal days an employee should receive. However, your approach should match your company’s policy, industry norms, and workforce size.

Here’s a breakdown of common options:

If your company already offers a paid time policy through a PTO bank, consider whether you want to add personal days on top or keep everything combined.

Outline the request and approval process

Even the best policy can fall apart without a practical system for requesting time off. Be specific about how employees should request time and how much advance notice is needed.

Standard request process:

• Submit a formal request via HR software or a standard form
• Notify your manager in person or via email
• Provide a specific reason if required (or select from pre-approved categories)

Recommended notice periods:

If it’s an emergency (family emergency, urgent legal matter, etc.), make space in your policy for same-day requests and let people know what documentation (if any) is expected afterward.

Also, don’t forget to explain what happens if coworkers notice ahead or if there’s a busy season—managing scheduling conflicts should be part of the approval criteria.

Clear guidance ensures your team feels supported and understands their responsibilities when taking a personal day.

Common challenges and how to avoid them

Even the most well-intended personal day off policy can hit roadblocks if it’s not managed properly. Here's how to tackle common pitfalls without micromanaging your team.

Abuse or excessive requests

Every company wants to trust its team—but there’s always a chance some employees may take advantage of generous personal day policies.

Signs of potential misuse:

• Frequent short notice requests before or after weekends
• Patterns of absence during peak periods (busy season, holidays)
• Vague or inconsistent reasons (life events without clarity)

Tips to address it constructively:

• Avoid making people feel guilty—start with a private, respectful conversation
• Use HR department records to identify patterns
• Clarify expectations in the employee handbook, including examples of acceptable personal reasons
• Require more advance notice or supporting info (e.g. doctor’s note, appointment slip) for repeat cases

The goal isn’t to police every request but to maintain a system that’s fair for everyone.

Coverage and scheduling conflicts

Taking a personal day during a busy time can disrupt team workflow if it’s not coordinated properly.

Preventing overlap and disruption:

• Set blackout dates during critical business periods
• Use team calendars to ensure adequate coverage before approving requests
• Encourage teams to coordinate directly when planning time off from work
• Allow managers to limit approvals if multiple coworkers notice ahead for the same date

When employees understand why certain days are off-limits, they’re more likely to respect the process.

Vague policy language

Unclear wording around personal days can open the door to inconsistency—and even legal trouble.

Risks of poorly defined policies:

• Claims of unfair treatment or discrimination
• Confusion around whether unpaid time is allowed
• Inconsistent approvals from different managers

How to fix it:

• Clearly define what personal time includes and excludes
• Update the employee handbook annually
• Include concrete examples: family emergency, doctor’s appointment, religious holiday, etc.
• Use plain language and avoid legal jargon whenever possible

A well-written policy helps both employees and managers stay aligned—and protects your company in the process.

Manage personal days off with ease using Shiftbase

Keeping track of personal days, vacation time, and sick leave doesn’t have to be a headache. With Shiftbase, you can streamline your policies using smart employee scheduling, accurate time tracking, and reliable absence management tools—all in one place.

Whether you're managing a small team or a growing workforce, Shiftbase helps ensure fairness, transparency, and business continuity when employees request time off.

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