Sick absence policy template

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

A well-designed absence policy needs to balance the employee's right to be unwell and receive appropriate support with the employer's need to manage attendance and maintain its operations. ACAS recommends that absence policies explain how workers report unplanned absence, how contact will be maintained, the support available and how the organisation approaches return to work and absence triggers. :contentReference[oaicite:0]{index=0}

Statutory Sick Pay

Employers need to ensure their sick absence and pay arrangements reflect the statutory sick pay rules applying at the time. The policy should distinguish between statutory entitlement and any contractual or enhanced company sick pay offered by the employer.

The organisation should also ensure that payroll records accurately reflect sickness dates, eligibility and the applicable pay arrangements.

Fit notes and medical evidence

ACAS guidance explains that employees can self-certify sickness for the relevant period and may need a fit note when their absence continues beyond that period. Employers should make clear in their policy how fit notes should be provided and who should receive them. :contentReference[oaicite:1]{index=1}

Where an employee is assessed as potentially fit for work, ACAS recommends considering the healthcare professional's recommendations, which can include a phased return, different duties, flexible working or workplace adjustments. :contentReference[oaicite:2]{index=2}

Disability and reasonable adjustments

The Equality Act 2010 can require employers to make reasonable adjustments for disabled employees. This is particularly important when managing sickness absence because disability-related absence may need to be considered differently from ordinary attendance concerns.

Employers should therefore avoid applying absence trigger points mechanically. The employee's circumstances should be considered, including whether an adjustment to the normal absence management process may be appropriate.

Managing long-term absence

Long-term sickness requires a different approach from routine short-term absence. ACAS recommends that employers support workers while they are off, keep in touch appropriately and plan how they will support their return. :contentReference[oaicite:3]{index=3}

Where appropriate, employers may seek occupational health or medical advice to understand an employee's functional capacity and potential adjustments. Any medical information should be obtained and handled appropriately, with the necessary consent and regard to data protection requirements.

Absence monitoring and trigger points

Absence trigger points can help employers identify when an absence pattern should be reviewed. However, a trigger should normally prompt consideration and discussion rather than automatically result in disciplinary action or dismissal.

ACAS guidance recommends that employers explain how trigger points work within their absence policy and apply them fairly. :contentReference[oaicite:4]{index=4}

Fair and consistent management

Employers should apply their absence procedures consistently while recognising that individual circumstances can require a different approach. This includes considering disability, pregnancy-related absence and other protected circumstances where relevant.

The policy should also be supported by appropriate management training. ACAS specifically recommends supporting and training managers to follow and apply absence policies. :contentReference[oaicite:5]{index=5}