Client: I just got a request from one of my employees asking if they can receive donated leave from coworkers because they’ve run out of their own time. The thing is—we don’t have a leave donation policy. How should I respond?
Consultant: That’s a tough spot—and a common one. When people face health issues or personal crises, others often want to help. But without a clear program in place, approving informal donations opens up fairness issues, administrative headaches, and potential liability. You’re right to pause before saying yes.
Client: I don’t want to come across as unsympathetic, especially since others seem willing to donate. What do I say?
Consultant: Lead with compassion—and policy clarity. Acknowledge the difficult circumstances while being transparent about the limitations.
Try this:
“I appreciate that your colleagues want to support you, and I understand how difficult this situation is. At this time, we don’t have a formal leave donation policy in place, so we’re unable to accommodate that request.”
Client: Couldn’t we just allow it this one time, informally?
Consultant: Tempting, but risky. Allowing an informal leave donation without a policy creates precedent—and opens you up to favoritism claims or confusion about future requests. If you want to go down that road, it needs to be formalized first.
You can say:
“Because we don’t have a process or policy for handling donated leave, approving a request informally would be inconsistent and potentially unfair to others. If this is something we want to consider as an organization, it needs to be thoughtfully structured.”
Client: What about unpaid leave instead?
Consultant: That’s a reasonable alternative—especially if the need is temporary and the business can accommodate it.
Offer:
“While we can’t approve donated leave at this time, we can explore whether an unpaid leave of absence is possible. Let’s talk about the time you’re requesting and what coverage would look like.”
Client: Should I bring this up with leadership to explore creating a formal program?
Consultant: Absolutely. If employee support and organizational flexibility align, a leave donation policy can be a great addition.
Just make sure it includes:
– Clear eligibility rules
– Documentation and approval procedures
– Limits on donated time
– Privacy protections for recipients and donors
And—make sure it’s reviewed legally before implementing.
Client: How do I explain this to the team if others are asking to donate?
Consultant: Be transparent and consistent. Keep it general to protect privacy, but emphasize fairness and process.
You could say:
“We appreciate the generosity and willingness to support a teammate. Right now, we don’t have a policy in place that allows donated leave, and we need to be consistent across the organization. If we explore a policy in the future, we’ll be sure to communicate with everyone.”
Client: Got it. So, I can be kind without being inconsistent.
Consultant: Exactly. Empathy doesn’t require bending policies you don’t have. Offer what’s available, be honest about what’s not, and if there’s organizational interest in creating a program—move it forward the right way.
Recap:
✔ Acknowledge the request with empathy
✔ Say no clearly when there’s no policy
✔ Avoid one-time exceptions—they create risk
✔ Offer unpaid leave when appropriate
✔ Bring up policy development if it fits your culture
And if you need help drafting a leave donation policy or managing complex leave requests—we’re here to support you.