Time away from work is sometimes unavoidable.
Serious illness, caring responsibilities, or legal obligations can all interrupt a normal work schedule, and many employees now know that a formal “leave of absence” may be available.
At the same time, HR teams must balance business continuity, fairness, and legal obligations.
This blog sets out a clear list of reasons for leave of absence from work, grouped into legally protected reasons and employer-approved reasons.
It also answers what a leave of absence is, summarises key provisions of the Family and Medical Leave Act (FMLA) and similar regulations, and explains how organisations usually handle requests.
Also, please note that this is general information, not legal advice, and laws differ by country and state.
See how short-shift break rules work by reading our guide on 15-minute breaks in a 4-hour shift.
What is a Leave of Absence From Work?
A leave of absence is a formal, pre-approved period away from work that goes beyond ordinary day-to-day time off, such as a single sick day or a scheduled vacation.
It usually involves weeks or months away from regular duties and is recorded under the organisation’s policy and applicable law.
In other words, the basic definition of leave of absence is:
“It is an authorised break from work for specific reasons such as serious health conditions, caregiving, or significant life events.”
It may be continuous (a block of time) or intermittent (reduced hours or occasional days away), depending on medical need and policy.
Key Features of a Formal Leave
A formal leave of absence has a few basic parts. These help both the employee and the employer know what to expect.
1. It can be paid or unpaid: Some leave comes with pay, like state family leave or company parental leave.
Other leaves, like FMLA, usually do not come with pay. Each workplace sets its own rules unless the law requires pay.
2. Job protection (where applicable): Laws like FMLA require that employees return to the same or a similar role once leave ends.
3. Your health benefits usually continue: During protected leave, your health insurance normally stays the same.
You may need to pay your share of the premiums, but the coverage cannot be taken away just because you are on leave.
4. There are rules about who qualifies for leave of absence: Formal leave programs typically specify minimum service periods, hours worked, or employer-size thresholds.
For example, FMLA needs 12 months of work, enough hours, and a large enough worksite before leave is approved.
5. You may need to give notice or paperwork: Many leave programs ask for things like doctor’s notes, military or jury documents, or early notice so employers can plan for your time away
Reasons for Leave of Absence From Work
This section lists common reasons, starting with legally recognised, officially sanctioned reasons under FMLA and similar regulations, followed by additional statutory and policy-based reasons.
1. Employee’s Own Serious Health Condition
Employees may take leave when a medical condition prevents them from performing essential job duties.
This includes illnesses, injuries, impairments, or physical or mental health conditions requiring ongoing treatment or inpatient care.
Examples include surgery and recovery, severe chronic conditions that affect attendance or performance, and mental health conditions requiring stabilisation or extended care.
2. Pregnancy, Childbirth, and Recovery
Leave is available for pregnancy-related incapacity, childbirth, and post-partum recovery.
It covers medical appointments, pregnancy complications, and the time required for recovery after birth.
Federal laws such as the PWFA require reasonable accommodations for pregnancy-related medical needs, which may include time away from work when necessary.
3. Birth, Adoption, Foster Placement, and Bonding
Employees may take leave for the birth of a child or the placement of a child through adoption or foster care.
This includes the period needed for bonding within 12 months of the event.
It can also cover activities related to adoption or placement, such as court proceedings, counselling sessions, and travel requirements.
4. Caring for a Family Member with a Serious Health Condition
Leave is available when an employee must care for a spouse, child, or parent who has a serious health condition.
Care can involve helping with daily activities, transporting them to treatment, managing medication schedules, or providing emotional support during recovery.
5. Qualifying Military Exigency (Deployment-Related Needs)
Employees may take leave to manage urgent responsibilities arising from a family member’s deployment.
Common examples include:
- attending pre-deployment briefings,
- arranging childcare, managing financial
- or legal matters during deployment,
- or spending time with the service member during short rest periods.
6. Military Caregiver Leave (Injured or Ill Servicemember)
Leave of up to 26 weeks may be granted when an employee is caring for a covered servicemember with a serious injury or illness.
This applies to spouses, children, parents, or next of kin who need extended time to support medical treatment, rehabilitation, and recovery activities.
7. Military Service Leave (USERRA)
Employees who leave work to perform military service, training, or active duty receive job protections under USERRA.
Employers must allow these employees to return to the same or a similar role after completing their service, without penalty for their absence.
8. Disability-Related Leave as a Reasonable Accommodation (ADA)
Under the ADA, employees with disabilities may qualify for leave as an accommodation when necessary for treatment, medical appointments, recovery, or symptom management.
Employers must provide this unless doing so creates significant difficulty within the organisation.
9. Jury Duty Leave
Employees are entitled to time off to serve on a jury when summoned.
Federal law protects employees from being penalised for jury service, and many states require paid or unpaid leave.
Some jurisdictions also prohibit employers from requiring the use of vacation time for jury duty.
10. Crime-Victim, Domestic-Violence, or Safety Leave
Certain states provide protected leave for employees who are victims of crime, domestic violence, sexual assault, or stalking.
This leave may cover medical treatment, counselling, relocation to ensure safety, or participation in court proceedings and legal meetings.
11. Organ or Bone Marrow Donation Leave
Some jurisdictions mandate leave for employees who donate an organ or bone marrow.
The leave supports medical procedures and recovery periods, ensuring employees do not risk losing their jobs while participating in life-saving donation activities.
12. Voting and Civic Duty Leave
Employees may receive time off to vote, comply with subpoenas, or fulfil civic obligations required by law.
The length of leave and whether it is paid depends on state rules and organisational policy.
Employer-Approved Personal Reasons For Leave
Many organisations also approve non-statutory leaves under internal policy. These reasons may not be legally required in every jurisdiction, but are common in practice.
13. Bereavement Leave
Employees may take time off following the death of a close family member.
This leave supports arrangements such as funerals, travel, administrative responsibilities, and emotional recovery.
Some states mandate minimum bereavement leave, but many employers provide additional time based on policy.
14. Extended Medical Leave Beyond Statutory Limits
When employees exhaust statutory leave but still need additional time to recover, employers may grant extended unpaid or partially paid leave.
This often works alongside short-term or long-term disability benefits and helps employees return to work safely without rushing their recovery.
15. Mental Health Leave
Formal leave may be approved when an employee experiences a significant mental health condition or event requiring treatment or stabilisation.
This can include inpatient care, intensive therapy, or recovery time after major stress or trauma.
Some cases overlap with disability law, while others are granted under internal policy.
16. Caregiving for Loved Ones Outside Statutory Definitions
Companies may allow leave to care for family members not covered by legal definitions, such as siblings, grandparents, in-laws, or close companions.
Employees may need time to assist with medical care, daily tasks, or recovery, even when the person does not qualify under formal statutes.
17. Educational Leave or Sabbaticals
Leave may be provided for academic study, professional development, research projects, or personal enrichment programs.
Sabbaticals are common in academic environments and are increasingly used in other sectors to support long-term retention and career growth.
18. Personal Leave for Major Life Events
Employees sometimes face significant personal challenges such as divorce, relocation, housing emergencies, or complex non-medical situations that require time away from work.
Employers may grant unpaid personal leave to help employees stabilise their circumstances.
19. Religious Observance Leave
Employees may request time off for religious holidays, rituals, ceremonies, or observances that fall outside the public holiday schedule.
Many jurisdictions require reasonable accommodation for these practices unless they create significant organisational difficulty.
20. Community Service or Volunteer Leave
Some organisations offer leave for employees to participate in community initiatives, disaster-relief efforts, mentoring programs, or charitable activities.
The leave may be paid or unpaid, depending on workplace policy.
These reasons may not carry automatic legal job protection in every location, but they are widely recognised as valid grounds for absence under modern HR practice.
How Legally Protected and Voluntary Reasons Differ?
The key differences between legally protected leave and voluntary leave are shown in the table below, making it easier to understand how each type works.
| Legally Protected Leave | Voluntary (Employer-Approved) Leave |
|---|---|
| Required by laws like FMLA, USERRA, ADA, or PWFA. | Based on company policy, not required by law. |
| The employer must approve if the employee qualifies. | The employer can approve or deny the request. |
| Job protection is usually guaranteed. | Job protection depends on company rules. |
| Health benefits often continue during leave. | Benefits may or may not continue. |
| Requires clear eligibility rules (hours worked, employer size, etc.). | Rules vary by organisation and may be more flexible. |
| Documentation is usually needed (doctor’s notes, military orders, etc.). | Documentation depends on company preference. |
| Employees return to the same or a similar job. | Job return terms may be decided by the employer. |
| Covers serious health, caregiving, pregnancy, military, or safety-related reasons. | Covers personal reasons like bereavement, education, sabbaticals, or travel. |
How Organisations Should Manage Leave of Absence Requests?
Organisations should start by checking which laws apply, such as FMLA, USERRA, ADA, PWFA, or state rules.
Then they should match the employee’s reason for leave to the right category so the correct support is given.
Clear communication is key. Employees need to know what documents are required, whether the leave is paid or unpaid, and how their benefits may change during their time away.
Sometimes, more than one law or program applies at the same time, so employers must coordinate these carefully to avoid confusion.
Good records and regular policy reviews help the organisation stay compliant as rules continue to evolve.
Conclusion
Formal leave of absence policies play an important role in today’s workforce.
A clear list of reasons for leave helps separate legally protected situations from those covered only by company policy, including FMLA, military leave, and disability-related needs.
This clarity supports better decisions and reduces uncertainty for both employees and HR.
When organisations apply these rules consistently, leave becomes easier to manage and more reliable for everyone.
Strong, well-communicated practices also create a workplace where people feel supported during major life events.
Ongoing discussions about challenging or uncommon leave situations can strengthen policies and improve future decisions.
Sharing experiences can also highlight details that written rules may overlook.
