Sickness Absence Policy Template (UK)

Ensure consistency, fairness, and legal compliance in managing employee absence with our professionally drafted Sickness Absence Policy Template (UK). This UK sickness absence policy template provides employers with a clear, practical framework for reporting sickness, managing short- and long-term absence, and supporting employee wellbeing while reducing legal and operational risk.

Designed for HR teams, line managers, and legal advisers, this template aligns with UK employment law, including the Employment Rights Act 1996 and the Equality Act 2010, ensuring lawful, proportionate, and transparent sickness absence management.

Why Use This Sickness Absence Policy Template?

Clear Procedures
Sets out clear rules for reporting sickness absence, notification timescales, certification requirements, and return-to-work processes.

Legally Compliant
Supports compliance with statutory sick pay obligations and equality law, including duties relating to disability and reasonable adjustments.

Consistent & Fair
Ensures sickness absence is managed consistently across the workforce, reducing the risk of discrimination or unfair treatment.

Practical & Adaptable
Editable and suitable for SMEs, growing businesses, and larger organisations across all sectors.

Risk Reduction
Helps minimise disputes, grievances, and employment tribunal claims relating to sickness absence management.

Who Should Use This Template?

• HR managers and HR teams

• Line managers responsible for attendance management

• Company directors and business owners

• Legal advisers reviewing internal HR policies

• Organisations seeking to formalise sickness absence procedures

Key Features

• UK-compliant sickness absence reporting procedures

• Employee notification and certification requirements

• Short-term and long-term sickness absence management

• Return-to-work meeting guidance

• Statutory Sick Pay (SSP) provisions

• Equality Act considerations, including disability and reasonable adjustments

• Absence monitoring and review processes

• Guidance on documentation and record-keeping

Step-by-Step Instructions

1. Define sickness absence reporting requirements, including notification deadlines and contact methods.

2. Specify when self-certification and medical certificates are required.

3. Set out Statutory Sick Pay entitlements and any enhanced company sick pay.

4. Establish procedures for managing short-term and long-term absence.

5. Conduct return-to-work meetings to support employees and identify ongoing issues.

6. Consider reasonable adjustments where sickness may amount to a disability.

7. Review absence patterns fairly and consistently.

8. Retain records for compliance, audit, and potential dispute resolution.

Practical Examples

• An SME introduces this policy to standardise sickness reporting and reduce informal absence handling.

• HR teams use the template to manage long-term sickness while complying with Equality Act obligations.

• Line managers rely on the policy to conduct lawful return-to-work meetings.

• Directors use the policy to balance operational needs with employee wellbeing.

• Legal advisers review the document to ensure compliance with statutory duties.

Risks If Not Used

• Inconsistent sickness absence management

• Increased risk of discrimination or disability-related claims

• Unclear sick pay entitlements and disputes

• Poor absence records and audit trails

• Exposure to employment tribunal claims

FAQs

Q: What is a sickness absence policy?
A formal workplace policy setting out how employees must report sickness, how absence is managed, and how sick pay and return-to-work processes operate.

Q: Is this sickness absence policy legally compliant in the UK?
Yes. The template aligns with UK employment law, including the Employment Rights Act 1996 and the Equality Act 2010.

Q: Does this policy cover long-term sickness absence?
Yes. It includes guidance for managing both short-term and long-term sickness absence, including review meetings and ongoing support.

Q: Can this policy be adapted for different organisations?
Yes. The template is fully editable and suitable for SMEs, charities, and larger organisations.

Q: Does this policy address disability and reasonable adjustments?
Yes. It includes guidance on Equality Act considerations and reasonable adjustments where sickness may amount to a disability.

Q: How often should a sickness absence policy be reviewed?
Policies should be reviewed regularly to reflect changes in law and workplace practices; this version is current for 2026.

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