Sickness Absence Policy Template for UK Businesses
A sickness absence policy sets out how your organisation manages employee absence due to illness or injury. It covers notification requirements, evidence rules (self-certification and fit notes), Statutory Sick Pay (SSP) entitlements, return-to-work processes, and the management of long-term absence. SSP is currently £116.75 per week (2025/26 rate) and is payable from the first qualifying day of absence following the abolition of the three waiting days under the Employment Rights Bill reforms.
Who Needs This Policy?
Every UK employer should have a sickness absence policy. While there is no specific legal requirement for a standalone policy, employers must comply with the SSP scheme under the Social Security Contributions and Benefits Act 1992, and the Employment Rights Act 1996 requires written particulars to include details of sick pay and absence notification. Businesses with higher absence rates or those managing long-term absence and disability-related absence will find a documented policy essential for consistency and Equality Act 2010 compliance.
What's Covered
This sickness absence policy template covers 13 key sections:
Purpose
[your details] recognises that sickness absence is sometimes unavoidable. This policy sets out how we support employees ...
Scope
This policy applies to all employees of [your details] from their first day of employment. It covers: - Short-term frequ...
Reporting Absence
If you are too unwell to attend work, you must notify [your details] by telephone — not by text or email — as early as p...
Self-Certification and Fit Notes
For the first seven calendar days of sickness absence (including weekends and bank holidays), you may self-certify your ...
Statutory Sick Pay
[your details] will pay Statutory Sick Pay (SSP) to all eligible employees during sickness absence in accordance with th...
Return-to-Work Meetings
[your details] will hold a return-to-work meeting with you after every period of sickness absence, including a single da...
Absence Trigger Points and Formal Review
[your details] uses trigger points to identify when an employee's short-term absence pattern warrants a more formal disc...
Managing Long-Term Sickness Absence
Long-term sickness absence is a single continuous absence typically lasting four weeks or more. [your details] will mana...
Disability and Reasonable Adjustments
Under the Equality Act 2010, a disability is a physical or mental impairment that has a substantial and long-term advers...
Occupational Health Referrals
[your details] may refer an employee to an occupational health adviser where: - A period of sickness absence has lasted ...
Roles and Responsibilities
are responsible for: - Reporting sickness absence promptly and in accordance with this policy - Keeping [your details] ...
Related Policies
This policy should be read alongside: - Equality and Diversity Policy - Health and Safety Policy - Flexible Working Pol...
Review
This policy will be reviewed annually, or sooner if there are changes to relevant legislation or ACAS guidance. The next...
Legal Framework
This policy template is grounded in the following UK legislation and guidance:
- Social Security Contributions and Benefits Act 1992, Part XI (Statutory Sick Pay)
- Employment Rights Act 1996, s.98 (capability dismissal)
- Equality Act 2010, ss.6, 15, 20-21 (disability discrimination and reasonable adjustments)
- Access to Medical Reports Act 1988 (employee consent for GP reports)
- Employment Rights Act 2025 (SSP payable from day one and Lower Earnings Limit removed from 6 April 2026)
How Complaiance Helps
Our sickness absence policy goes beyond a generic template:
- Up-to-date SSP rates and qualifying rules reflecting the latest legislative changes
- Separate procedures for short-term and long-term absence management
- Guidance on reasonable adjustments for disability-related absence under the Equality Act 2010
- Return-to-work interview templates and absence trigger frameworks
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Get Started FreeFrequently Asked Questions
How much is Statutory Sick Pay (SSP) in the UK?
SSP is currently £116.75 per week (2025/26 rate). Following reforms under the Employment Rights Bill, SSP is payable from the first qualifying day of absence — the previous three waiting days have been abolished. SSP is payable for up to 28 weeks. Employees must earn at least the Lower Earnings Limit (£123 per week in 2025/26) to qualify, though this threshold is also under review.
When can an employer request a fit note?
Employers can accept employee self-certification for the first 7 calendar days of absence. From day 8 onwards, employees must provide a fit note (previously called a 'sick note') from a doctor, nurse, occupational therapist, pharmacist, or physiotherapist. Fit notes can state the employee is either 'not fit for work' or 'may be fit for work' with adjustments. Employers cannot require a GP note for absences of 7 days or fewer.
Can an employer dismiss an employee for being off sick?
Yes, but the employer must follow a fair process. Long-term or persistent short-term absence can be a fair reason for dismissal under section 98 of the Employment Rights Act 1996 (capability). The employer must obtain medical evidence, consult with the employee, consider reasonable adjustments (especially where a disability under the Equality Act 2010 may be involved), and follow a fair procedure. The ACAS guidance on absence management should be followed.