Use this template to create a sickness absence policy.

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Sickness Absence Policy

[Company Name]

Policy Owner: [HR Director] Last Reviewed: [Date] Next Review: [Date]

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1. Introduction

This policy sets out the procedures for reporting sickness absence and the Company's approach to managing absence. We aim to support employees through periods of illness while ensuring minimal disruption to the business.

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2. Scope

This policy applies to all employees of [Company Name].

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3. Reporting Sickness Absence

3.1 How to Report

If you are unable to attend work due to illness, you must:

Requirement	Detail
Contact	Your manager or [designated person]
By	[Time, e.g., 10:00 am] on the first day of absence
Method	Telephone (not text/email unless agreed)
Information	Nature of illness, expected duration

3.2 Ongoing Contact

• Keep your manager informed of progress
• Contact your manager if absence will extend beyond expected
• Provide updated fit notes if required (see section 5)

3.3 Failure to Report

Failure to follow reporting procedures may result in:

• Unpaid leave for the absence
• Disciplinary action for repeated failures
• Withholding of company sick pay

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4. Evidence of Sickness

4.1 Self-Certification (Days 1-7)

For absences of 7 calendar days or fewer, you must complete a self-certification form on your return to work.

4.2 Fit Notes (Day 8 Onwards)

For absences exceeding 7 calendar days, you must provide a fit note (Statement of Fitness for Work) from your doctor.

• Fit notes must be submitted promptly
• Failure to provide fit notes may result in SSP being withheld
• Subsequent fit notes must cover the entire absence period without gaps

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5. Return to Work

5.1 Return to Work Discussion

After every period of sickness absence, you will have a return to work discussion with your manager. This is to:

• Welcome you back
• Check you are fit to return
• Discuss any adjustments needed
• Review any fit note recommendations
• Update your absence record

5.2 "May Be Fit" Notes

If your fit note indicates you "may be fit for work" with certain adjustments, we will:

• Discuss the recommendations with you
• Consider whether adjustments can be accommodated
• Agree a way forward

If adjustments cannot be made, you will remain on sick leave.

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6. Sick Pay

6.1 Statutory Sick Pay (SSP)

You are entitled to SSP if you:

• Have been ill for 4 or more days in a row (including non-working days)
• Earn at least the lower earnings limit (£123/week in 2024-25)
• Are not excluded from SSP

SSP is paid:

• At the current statutory rate
• For up to 28 weeks
• After 3 waiting days (qualifying days only)

6.2 Company Sick Pay

[Option 1: No company sick pay] The Company does not operate a company sick pay scheme. You will receive SSP only, subject to eligibility.

[Option 2: Company sick pay scheme] The Company operates a company sick pay scheme as follows:

Length of Service	Full Pay	Half Pay
Less than [1] year	[X] weeks	[X] weeks
[1-2] years	[X] weeks	[X] weeks
[2-5] years	[X] weeks	[X] weeks
Over [5] years	[X] weeks	[X] weeks

Company sick pay:

• Includes SSP (not paid in addition to it)
• Is paid at the Company's discretion
• May be withheld for failure to follow procedures
• Is calculated on a rolling 12-month basis

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7. Medical Appointments

7.1 General Appointments

Routine medical appointments should be arranged outside working hours where possible. If this is not possible, you should:

• Give your manager as much notice as possible
• Arrange appointments at the start or end of the day
• Time off may be unpaid or taken as leave (manager discretion)

7.2 Pregnancy-Related Appointments

Pregnant employees have the right to paid time off for antenatal appointments.

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8. Managing Sickness Absence

8.1 Monitoring

We monitor sickness absence to:

• Identify patterns
• Provide support where needed
• Address excessive or concerning absence
• Maintain service levels

8.2 Trigger Points

Informal or formal review may be triggered by:

Trigger	Example
Frequency	[3] occasions in [12] months
Duration	[10] days in [12] months
Pattern	Regular Monday/Friday absences

8.3 Absence Review

If your absence reaches trigger points, you may be invited to an absence review meeting to:

• Discuss reasons for absence
• Identify any underlying issues
• Consider support or adjustments
• Set expectations for improvement

8.4 Formal Action

Continued high absence levels may result in:

• Formal absence warnings
• Capability proceedings
• Ultimately, dismissal (following fair process)

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9. Long-Term Sickness

9.1 Keeping in Touch

During long-term absence:

• We will maintain regular, supportive contact
• You should keep us updated on your condition
• Contact frequency will be agreed to suit circumstances

9.2 Medical Information

We may:

• Request your consent to obtain a medical report
• Refer you to occupational health
• Ask for clarification from your GP

9.3 Return to Work Planning

For long-term absence, we will work with you to plan your return, which may include:

• Phased return
• Amended duties
• Workplace adjustments
• Occupational health support

9.4 Ill-Health Capability

If you are unable to return to work, we may need to consider:

• Redeployment options
• Ill-health retirement (if pension scheme permits)
• Termination of employment

This will only follow full consideration of your circumstances and medical advice.

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10. Disability and Long-Term Conditions

If you have a disability or long-term health condition, we will:

• Consider reasonable adjustments
• Treat disability-related absence sensitively
• Seek occupational health advice
• Comply with our duties under the Equality Act 2010

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11. Pregnancy-Related Illness

Pregnancy-related sickness absence is recorded separately and will not count towards absence triggers.

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12. Abuse of Sick Leave

Abuse of sick leave (e.g., taking sick leave when not ill, working elsewhere during sick leave) is misconduct and may result in disciplinary action up to and including dismissal.

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13. Related Policies

• Disciplinary Policy
• Equal Opportunities Policy
• Health and Safety Policy

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Document Control

Version	Date	Author	Changes
1.0	[Date]	[Name]	Initial version