Managers guide to identifying absence patterns
A practical manager’s guide to identifying absence patterns, exploring root causes, and supporting employees fairly and consistently.
- 2 pages / 396 words.
- Last updated 13/10/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Managers guide to identifying absence patterns
Overview
Understanding employee absence patterns is an important part of proactive absence management. This guide helps managers recognise potential trends in sickness absence and approach discussions with employees fairly, consistently, and sensitively.
Key principles
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Look for patterns over time rather than isolated incidents.
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Maintain objectivity and base any discussion on accurate attendance records.
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Focus on support and wellbeing rather than blame or assumption.
Common absence patterns to look for
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Regular absences on the same weekday: e.g., frequent Mondays or Fridays, which may indicate disengagement or routine issues.
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Absence before or after annual leave: may suggest the employee is extending their time off.
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Absence before or after weekends
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This manager’s guide helps identify and address recurring absence patterns, providing practical tools for spotting trends like repeated days off or recurring short absences.
It supports fair, evidence-based discussions focused on wellbeing, engagement, and attendance improvement, not blame or assumption.
Ideal for line managers, this guide promotes consistent absence management, stronger communication, and early intervention to prevent long-term issues.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Managers guide to identifying absence patterns is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
