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View full libraryThis Long Term Sick Absence Management Plan provides a structured framework for managing an employee’s prolonged sickness absence fairly, consistently and supportively. It helps employers maintain appropriate contact, obtain relevant medical or occupational health information, consider adjustments and agree practical steps towards a return to work.
Use this plan to:
If you are managing sickness absence, the toolkit brings together practical HR templates covering absence reporting, return-to-work meetings, reviews, support and formal action.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
This plan is intended to provide a structured record for managing a prolonged sickness absence. It should be reviewed and updated as the employee's circumstances, medical information and return-to-work prospects develop.
Employee details
| Employee name: | [Employee Name] |
| Job title: | [Job Title] |
| Department: | [Department] |
| Manager: | [Manager Name] |
| First day of absence: | [Date] |
| Date plan commenced: | [Date] |
| Current fit note expiry: | [Date / Not Applicable] |
1. Current absence position
Reason for absence, where the employee has chosen to disclose this:
Current position regarding fitness for work:
Current expected return-to-work position:
Relevant medical or occupational health information currently available:
2. Contact and welfare arrangements
Agreed method of contact:
[Telephone / Email / Video Call / Meeting / Other]
Agreed contact frequency:
[Weekly / Fortnightly / Monthly / Other]
Primary contact:
[Manager / HR Contact]
Agreed date of next contact:
[Date]
Any specific arrangements requested by the employee concerning contact during absence:
3. Employee's current position
At the latest review, the employee advised that:
Employee's current expectation
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This plan provides a practical framework for managing a prolonged sickness absence while maintaining a supportive and structured approach. It is designed to help employers understand the employee's current position, explore what may help them return to work and keep the absence under appropriate review.
The plan records the length of the absence, information currently available and the employee's current expectations regarding recovery and return to work. It provides a central record rather than relying on informal conversations or fragmented notes.
Long-term absence should normally involve appropriate and agreed contact between the employer and employee. The frequency and method of contact should reflect the employee's circumstances and should focus on welfare, support and practical employment matters rather than placing unnecessary pressure on the employee.
Where appropriate, medical or occupational health advice can help the employer understand likely timescales, functional limitations, fitness for work and potential adjustments. The plan records what information is needed and how it will inform the management process.
The plan provides space to consider reasonable adjustments, a phased return, amended duties, altered working arrangements, equipment, redeployment or other options that may support a return to work.
Long-term sickness absence can change over time. Regular reviews allow the employer and employee to revisit medical information, proposed adjustments, expected timescales and available options. Where a return is not achievable within a reasonable timeframe, the employer can use the information gathered to determine appropriate next steps.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Long term sick absence management plan, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
Our Long Term Sick Absence Review Meeting Invitation Script Template streamlines the process, ensuring timely and sensitive communication with employees.
Use these best practice actions, recommended timescales and process stages to understand when and how the Long term sick absence management plan should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
There is no single point at which every employer must start a formal management plan. Employers should normally maintain appropriate contact from the beginning of an absence and consider a more structured approach where the absence becomes prolonged or there is uncertainty about the employee's return.
An employer should explain why occupational health advice is being sought and obtain the appropriate agreement or consent where required. An occupational health assessment can help provide information about fitness for work, likely timescales and possible adjustments.
The employer should consider whether the employee may be disabled and whether reasonable adjustments are required. This should be considered throughout the absence management process rather than only if formal capability action is being considered.
Yes. A phased return can be an appropriate way of helping an employee return to work. It may involve temporarily reduced hours, amended duties or other workplace adjustments and should be reviewed as the employee progresses.
Potentially, but dismissal should be a last resort. The employer should first consider medical evidence, the likelihood of a return, reasonable adjustments, alternative work and other ways of supporting the employee. A fair capability process should be followed before dismissal is considered.
HRDocBox templates are designed specifically for UK employers and structured around practical HR processes, employment law and recognised guidance. This provides a ready-to-use framework for managing a sensitive long-term absence while allowing the employer to adapt the plan to the employee's individual circumstances.
Having the conversation mapped out beforehand was a real help. The script gave the manager a sensible structure for the conversation.
We found it easy to personalise without having to rewrite the whole thing. We adapted a few phrases so they sounded natural for our managers. The prompts helped keep the conversation focused on the right issues.
It helped give managers confidence when they had not dealt with the situation before. It gave us a consistent approach without making every conversation sound identical. It fitted the way we work.
It made the preparation stage much quicker. It made preparing for the conversation considerably less time consuming. It was a useful safety net for a conversation where wording matters.
The sequence of questions and prompts worked well in a real conversation. The script helped keep the meeting focused when there were several points to cover. The document fitted neatly with the follow-up records we already use.
The suggested wording helped the discussion feel prepared without sounding rehearsed. The prompts were practical rather than overly formal. The manager could follow the structure while still having a normal discussion.
How this content is developed and reviewed
The Long term sick absence management plan template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing sick management HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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