A UK sickness absence policy should cover notification, self-certification (7 days), fit notes (day 8 onwards), Statutory Sick Pay, return-to-work meetings, trigger points, long-term absence, and Equality Act compliance. There is no statutory requirement for a standalone policy, but the written statement of employment particulars must include sick pay terms. Use the 12-clause template below as a starting point.
Sickness Absence Policy Template (UK)
The full 12-clause policy as an editable Word document. Drop your details into the bracketed fields, read the drafting notes, then delete them before issuing.
- 12 clauses anchored in ACAS guidance and the 2026 SSP rules
- Sample wording for every section
- Blue placeholders show where to add your details
- Drafting notes explain the decisions only you can make
- Document control panel and disclaimer included
Why every UK employer needs a written policy
There is no specific law requiring a standalone sickness absence policy in the UK. But three things make one essential in practice.
Section 1 of the Employment Rights Act 1996 requires the written statement of employment particulars to include details of how to notify sickness absence and the terms of any sick pay. This is the legal minimum. Most employers expand on it through a separate policy because it is much more flexible to update.
ACAS guidance recommends written policies as best practice. Tribunals consistently expect employers to have one when defending capability or absence-related dismissals.
Operational consistency. Without a written policy, line managers apply different rules to different staff. That creates grievances, undermines defence at tribunal, and means employees do not know what is expected of them.
What a sickness absence policy must cover
A complete sickness absence policy covers eight areas. Skip any of these and you create gaps that managers have to fill on the fly.
| Area | What to cover |
|---|---|
| Scope | Who the policy applies to. Usually all employees and workers, with specific exclusions if any. |
| Notification | How to report absence, who to, by when. Usually before the start of the working day. |
| Self-certification | The first 7 calendar days. The form to complete on return. |
| Fit notes | From day 8. What to do if there is a delay. Phased return arrangements. |
| Sick pay | SSP entitlement and any contractual sick pay. The 80% AWE rule. |
| Return-to-work | Mandatory meeting after every absence. What is discussed and recorded. |
| Trigger points | What level of absence triggers a review. Communication and consequences. |
| Long-term absence | The four-week threshold. Occupational health referral. Capability process. |
SSP changes from 6 April 2026
Three SSP changes landed under the Employment Rights Act 2025 on 6 April 2026. Every sickness policy needs updating to reflect them.
For the full breakdown including transitional protections and worked examples, see our Statutory Sick Pay 2026 employer guide.
Self-certification and fit notes
The certification rules are set by the GOV.UK guidance on taking sick leave and have not changed materially in years. Two key thresholds:
Days 1 to 7: self-certification
For the first 7 calendar days of absence (including weekends and bank holidays), employees can self-certify. They tell their employer they are unwell. They do not need medical evidence. Most employers ask for a self-certification form to be completed on return to work.
Employers cannot require a fit note for absences of 7 days or fewer. A healthcare professional may also refuse to issue one before the 7th day. If you ask the employee to pay for a private fit note for early absence, you should reimburse them.
Day 8 onwards: fit note required
From the 8th day of absence, the employee must provide a fit note from a registered healthcare professional. Since 2022, fit notes can be issued by:
- GPs and hospital doctors
- Registered nurses
- Occupational therapists
- Pharmacists
- Physiotherapists
The fit note will say either "not fit for work" or "may be fit for work" with adjustments. If it says "may be fit for work" but you cannot accommodate the proposed adjustments, the fit note is treated as "not fit for work".
Return-to-work meetings
The single most effective absence intervention is the one many employers skip. ACAS recommends a return-to-work meeting after every absence, including single-day ones.
Why they work
Three reasons. First, they confirm the employee is well enough to be back. Second, they surface underlying issues that might need support or adjustment, from chronic conditions to workplace stress. Third, the simple fact that the absence is being noted (not punitively, just attentively) reduces casual absence without needing thresholds or warnings.
What to cover
- Welcome the employee back. Show genuine concern.
- Confirm the reason for absence and that they feel well enough to work.
- Update on anything missed during the absence.
- Discuss any adjustments the employee needs (phased return, lighter duties).
- Note any pattern that may need further support (recurring condition, workplace stress, caring responsibilities).
- Close with a brief written record of the meeting in the employee file.
For the full meeting structure, sample questions, and a downloadable template, see our return-to-work interview policy template.
Setting trigger points fairly
Trigger points are absence levels that automatically prompt a review meeting. Used well, they bring consistency. Used badly, they trigger discrimination claims.
Common UK trigger configurations
| Pattern | Typical trigger |
|---|---|
| Frequency | 3 or 4 separate absences in a rolling 12 months |
| Duration | Total of 8 to 14 days in a rolling 12 months |
| Bradford Factor | Score of 100 or 150 (see our Bradford Factor guide) |
| Long-term | Single continuous absence of 4+ weeks |
Critical safeguards
ACAS guidance sets clear safeguards:
- Triggers must not automatically start a disciplinary process.
- Triggers must be communicated in the policy so employees know what to expect.
- Triggers must be flexible. Disability-related, pregnancy-related and statutory leave should be excluded.
- Adjusting triggers for a disabled employee may be a reasonable adjustment required under section 20 of the Equality Act 2010.
The Equality Act framework
Three sections of the Equality Act 2010 apply directly to sickness absence management.
Section 19: indirect discrimination
A sickness policy that disproportionately disadvantages a protected group (most often disabled employees, but also pregnant employees and those with mental health conditions) can amount to indirect discrimination unless the employer can objectively justify it.
Section 15: discrimination arising from disability
Treating someone unfavourably because of something arising in consequence of their disability (e.g. acting on a high absence figure where the absence is disability-related) is unlawful unless it is a proportionate means of achieving a legitimate aim.
Section 20: reasonable adjustments
Where the policy puts a disabled employee at a substantial disadvantage, the employer has a duty to make reasonable adjustments. Examples include:
- Adjusting trigger points so disability absence does not count, or counts at a higher threshold.
- Recording disability-related absence separately (sometimes called disability leave).
- Allowing additional time off for medical appointments.
- Phased returns, modified hours, modified duties.
12-clause sample policy template
Adapt this template to your business. Replace [Company name] throughout, set the trigger numbers that work for you, and have it reviewed by an employment law specialist before adopting it.
Scope and purpose
This policy applies to all employees of [Company name]. It sets out how we manage sickness absence, the steps employees must take when they cannot attend work due to illness, and the support we provide. It is designed to balance the wellbeing of our employees with the operational needs of the business.
Notification
If you are unable to attend work due to illness, you must inform your line manager (or [named alternative]) by [phone or method] no later than [time, usually 30 minutes before start time] on the first day of absence.
You should give the reason for absence, the expected duration if known, and any urgent work that needs to be covered. For ongoing absence, you must contact your manager on each subsequent day unless other arrangements have been made.
Self-certification
For absences of 7 calendar days or fewer (including weekends and bank holidays), you may self-certify by completing our self-certification form on your return to work. The form is available from [HR / line manager / intranet].
The form must be returned by the end of your first day back at work.
Fit notes
For absences lasting more than 7 calendar days, you must provide a fit note from a registered healthcare professional (a GP, hospital doctor, registered nurse, occupational therapist, pharmacist, or physiotherapist). The fit note should be provided to your manager on the 8th day of absence or as soon as possible after.
If your fit note states "may be fit for work" with adjustments, your manager will discuss the recommended adjustments with you. If we cannot accommodate the proposed adjustments, you will be treated as not fit for work for the period of the fit note.
Statutory Sick Pay
You are entitled to Statutory Sick Pay (SSP) from the first day of absence in accordance with the Social Security Contributions and Benefits Act 1992 as amended by the Employment Rights Act 2025. Since 6 April 2026, SSP is payable from day 1 with no waiting period, and the Lower Earnings Limit no longer applies.
The weekly rate is the lower of the standard SSP rate or 80% of your average weekly earnings, payable for up to 28 weeks of absence.
[Optional: any contractual sick pay above SSP, eligibility, duration]
Return-to-work meetings
After every period of sickness absence, including a single day, you will have a return-to-work meeting with your line manager. The meeting is informal and is used to:
- Welcome you back and confirm you feel well enough to be at work
- Discuss the reason for absence
- Identify any support, adjustments or follow-up that may be needed
- Update you on anything missed during your absence
A brief written record of the meeting will be kept in your employee file.
Absence trigger points
We use trigger points to identify when an absence pattern warrants a more detailed review. Reaching a trigger does not automatically result in disciplinary action. The triggers are:
- [3 or 4] separate absences in any rolling 12-month period; or
- [8 to 14] total days of absence in any rolling 12-month period; or
- A single continuous absence of 4 weeks or more.
If you reach a trigger, your line manager will arrange a confidential review meeting to discuss the reasons for the absence pattern and any support, adjustments or referrals that may help.
The following absences do not count towards triggers: pregnancy-related absence, disability-related absence (where applicable), bereavement leave, statutory family leave (maternity, paternity, adoption, shared parental, neonatal care), time off for dependants, and pre-booked medical appointments where reasonable notice has been given.
Long-term absence
Long-term sickness absence is a single continuous absence lasting four weeks or more. We will manage long-term absence through:
- Regular keep-in-touch contact at a frequency agreed with you
- Referral to occupational health, where appropriate
- Discussion of any reasonable adjustments to support a return to work
- Consideration of phased returns, redeployment, or modified duties as alternatives to dismissal
Where return to work is not possible after a fair process, dismissal on grounds of capability may be considered as a last resort, in line with section 98 of the Employment Rights Act 1996.
Occupational health
We may refer you to an occupational health adviser where:
- A period of sickness absence has lasted four weeks or more
- You have reached an absence trigger and there appears to be an underlying medical cause
- A fit note suggests a recommendation that requires further assessment
- You request a referral, or a manager recommends one
Occupational health reports are advisory and not binding. We will discuss the report with you before making any decisions based on it.
Reasonable adjustments and the Equality Act
Under section 20 of the Equality Act 2010, we have a duty to make reasonable adjustments where a workplace policy puts a disabled employee at a substantial disadvantage. This may include:
- Adjusting absence trigger points
- Recording disability-related absence separately
- Allowing additional time off for medical appointments or treatment
- Modifying working hours, duties, or location
If you have a disability or long-term health condition that affects your attendance, please speak to your manager or HR so we can explore appropriate adjustments together.
Confidentiality and data protection
Information about your health is special category personal data under the UK GDPR and Data Protection Act 2018. We will only collect, store and process health information for legitimate purposes connected to managing your absence and supporting your wellbeing.
Sickness records are kept securely and access is limited to those with a need to know (your line manager, HR, payroll for SSP processing, occupational health where applicable).
Sickness during holiday and during pregnancy
If you fall ill before or during a planned period of annual leave, you may request that the days of illness are treated as sickness absence rather than annual leave. The leave will be reinstated for use later in the year. You must notify your manager promptly and provide a fit note for absences over 7 days, in line with this policy.
For pregnancy-related absence, the absence is recorded separately and does not count towards trigger points. Detriment or dismissal because of pregnancy-related sickness is automatically unfair.
Five common mistakes
1. Skipping return-to-work meetings for short absences
Many employers only hold them after long absences. ACAS recommends them after every absence, including single days. They are the highest-impact intervention for managing absence well.
2. Not updating for the April 2026 SSP changes
Day-one SSP, abolition of the LEL, and the 80% AWE rule all need to be reflected in policy wording. Pre-2026 templates are now out of date.
3. Treating triggers as automatic warnings
ACAS is unambiguous: triggers must not automatically start a disciplinary process. They prompt a review, not a sanction. Confusing the two is a frequent cause of unfair dismissal claims.
4. Including pregnancy absence in trigger calculations
Almost always automatic discrimination. Section 18 of the Equality Act 2010 protects against unfavourable treatment because of pregnancy or pregnancy-related illness. Excluding it from triggers is a legal requirement, not best practice.
5. No record of the policy itself
If the policy is not written down, communicated to staff, and accessible (employee handbook, intranet, induction pack), tribunals will treat it as if it does not exist.
Sources
Frequently asked questions
Is a sickness absence policy a legal requirement in the UK?
There is no specific law requiring a standalone sickness absence policy, but section 1 of the Employment Rights Act 1996 requires the written statement of employment particulars to include details of how to notify sickness absence and any sick pay arrangements. In practice every UK employer should have a written policy. Without one, managers apply different rules to different staff, decisions become harder to defend at tribunal, and employees do not know what is expected of them.
When does an employee need a fit note?
From the 8th day of absence. For the first 7 calendar days (including weekends and bank holidays), employees can self-certify by telling their employer they are unwell. From day 8 onwards, the employee must provide a fit note from a registered healthcare professional: a GP, hospital doctor, registered nurse, occupational therapist, pharmacist, or physiotherapist. Employers cannot require a fit note for absences of 7 days or fewer, and a healthcare professional may refuse to issue one before the 7th day.
What changed about Statutory Sick Pay in April 2026?
From 6 April 2026, three things changed under the Employment Rights Act 2025. SSP is now a day-one right, with the previous 3-day waiting period removed. The Lower Earnings Limit was abolished, so all employees qualify for SSP regardless of earnings. And the rate is the lower of the standard SSP rate or 80 percent of the employee's average weekly earnings. These changes substantially expanded the number of employees entitled to SSP and the operational implications for employers.
How should we handle return-to-work meetings?
ACAS recommends a return-to-work meeting after every absence, including single-day ones. The meeting should be informal and conducted by the line manager. It serves three purposes: confirms the employee is well enough to be back, surfaces any underlying issues that might need support or adjustment, and signals that absences are noted without being punitive. Many employers find this single intervention reduces absence more than any other measure. The meeting should be brief and documented in the employee's record.
Can we dismiss an employee for too much sick leave?
Yes, but only after following 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, on capability grounds. The employer must obtain medical evidence (often from occupational health), consult with the employee, consider reasonable adjustments under section 20 of the Equality Act 2010 where disability may be involved, and follow a fair procedure with a right to be accompanied at meetings. Dismissing on absence figures alone, without medical evidence and consultation, will almost always be unfair.
Are we required to make adjustments for disability-related absence?
Yes, under section 20 of the Equality Act 2010. Where the absence policy puts a disabled employee at a substantial disadvantage compared with non-disabled employees, the employer has a legal duty to make reasonable adjustments. ACAS guidance specifically identifies adjusting trigger points and recording disability-related absence separately as examples of reasonable adjustments. Refusal to make adjustments where they are reasonable is itself unlawful disability discrimination, regardless of the absence figures.
For mental health-specific obligations (Equality Act reasonable adjustments, discretionary wellbeing days, Bradford Factor risk where disability is involved) see the companion mental health days and wellbeing policy template.