Clarifying the Confusion Around Leave for Appointments
Whether it’s a quick GP visit, specialist check-up, or dentist appointment, employees often wonder: should this be sick leave or annual leave? And employers? You’re likely trying to balance empathy, fairness, and getting it right.
The short answer? It depends.
In this post, we’ll walk through what the law says, how to interpret it in real situations, and what good practice looks like for NZ businesses.
What Employment NZ Says
Under the Holidays Act 2003, employees are entitled to 10 days of paid sick leave each year (after six months of continuous employment). This is to cover when they are sick or injured or need to care for a dependent who is.
What counts as being sick?
Here’s where the grey area begins.
Appointments like a standard dental cleaning or a routine eye test are often preventative, not tied to an illness. Employment NZ guidance generally does not include such routine appointments under sick leave, unless they are related to treatment of a health condition. For example:
- Sick leave likely applies: Post-surgery follow-up, mental health therapy, cancer treatment, specialist appointments for a known condition.
- Annual leave or other leave applies: Routine dental cleanings, regular check-ups, cosmetic procedures, or elective tests.
If it’s not connected to being sick, the default is to use annual leave, unpaid leave, or to agree on flexible working hours.
Note: The Act doesn’t expressly mention appointments. So how it’s handled is often up to employer discretion and the individual circumstances, along with established ways of working that are unique to your workplace culture.
Best Practice for Managers
Managing leave fairly and consistently helps avoid frustration and confusion. Here are five tips to get it right:
1. Have a Clear Leave Policy
Make sure your policy defines how different types of appointments are treated. For instance:
“Employees can use sick leave for medical appointments directly related to a health condition. Routine or preventative appointments should be taken as annual or unpaid leave unless agreed otherwise.”
Clarity up front prevents awkward conversations later.
Need help reviewing your policies? Check out our HR Compliance page.
2. Be Consistent, But Human
Consistency builds trust, but it’s important to apply discretion with empathy. For example, if an employee has been dealing with a chronic illness and needs regular treatment, consider allowing those appointments to fall under sick leave.
3. Consider Flexibility
Can an employee shift their hours to attend an appointment without needing leave? Offering flexible start/finish times or time in lieu helps maintain goodwill and productivity.
4. Document Leave Decisions
If you allow an exception (say, a dental surgery under sick leave), make a note. This protects both parties and ensures transparency if a precedent is set.
5. Communicate Proactively
Encourage employees to talk to their manager early. A quick chat about the nature of the appointment and leave options available sets the right tone and avoids assumptions.
For Employees: How to Request Leave for Appointments
If you’re unsure whether sick leave applies, here are some tips:
- Be transparent: Let your manager know what the appointment is for.
- Use the right category: If it’s a follow-up for an illness, sick leave might be appropriate. If it’s a general check-up, expect to use annual leave.
- Ask about flexibility: If you can make up the hours, your manager may agree to a time-shift instead of using leave.
The more notice you give, the more options you’ll have.
Real Scenarios
Let’s unpack a few practical examples:
| Scenario | Leave Type | Why |
|---|---|---|
| Follow-up physio after a back injury | Sick Leave | Directly related to a health issue |
| Routine dental check-up | Annual Leave or Unpaid | Preventative, not due to illness |
| Blood test ordered by a GP for known condition | Sick Leave | Diagnostic, part of ongoing treatment |
| Mole mapping for skin cancer screening | Annual Leave or Unpaid | Preventative, unless previous history suggests otherwise |
| Eye test after headaches and referral | Sick Leave | Connected to possible medical condition |
What About Dependent Appointments?
Employees can use sick leave to care for a dependent (child, partner, or other reliant person) who is sick or injured. That can include taking them to appointments.
But again, it depends on the context. If your child is sick and needs to see a doctor, that’s clearly covered. If it’s a routine school dental visit? Likely not.
Key Takeaways
- Sick leave is for illness or injury (yours or your dependent’s), including treatment or recovery.
- Annual leave or unpaid leave should be used for routine or preventative appointments.
- Policies and communication are key to handling this well in practice.
- Flexibility can bridge the gap when things fall in the grey zone.
Need Help Creating a Clear Leave Policy?
Explore our HR Compliance page where we tailor policies to your business.