Sickness Absence Policy Template

Managing sickness absence is one of the most important responsibilities for HR professionals, SME owners and line managers. Without clear processes, it’s easy for absence to spiral into a bigger issue, creating unfairness, legal risk and disengagement in the workplace.

Which is why a clear sickness absence policy is a must for every business. Here, we’ve designed a template for HR professionals, SME owners and line managers who need a simple and compliant framework to handle sickness absence fairly and effectively.

What is a sickness absence policy?

A sickness absence policy is a formal document that sets out how your organisation manages staff sickness. It explains what employees should do if they are unwell and unable to work and what managers are expected to do in response.

The purpose of a sickness absence policy is to:

• Provide consistency and fairness when handling absence.
• Reduce avoidable absenteeism.
• Protect the business from legal risk.
• Support employee wellbeing.

In short, it gives everyone clarity about how sickness absence will be handled.

Why your business needs one

Without a sickness absence policy, absence can quickly become inconsistent. One employee might be required to show a fit note immediately, while another might not be asked for medical evidence at all. These inconsistencies can create perceptions of unfair treatment and damage team morale.

There are also legal risks. UK employers are required to handle absence in line with employment law and ACAS best practice. If absence is managed informally or without records, your business may face disputes, claims of unfair treatment or difficulties in dismissal cases.

For employees, not knowing what to expect can cause anxiety about taking time off when they are genuinely unwell. For employers, a lack of structure makes it harder to monitor patterns of absence and spot potential issues such as recurring short-term sickness.

A clear absence policy protects both sides by ensuring fairness, consistency and transparency. It also supports wider staff absence management efforts by helping managers address absenteeism early and appropriately.

What’s included in this sickness absence policy template?

This downloadable template covers all the core areas of absence management. Inside you’ll find:

• Reporting sickness procedures: Clear steps employees must follow to notify their manager.
• Fit note requirements: When and how medical certification is needed.
• Statutory Sick Pay (SSP) guidance: A top-level overview of employee entitlements.
• Return-to-work interviews: A structured way to support staff coming back after absence.
• Manager responsibilities: Ensuring line managers know how to apply the policy consistently.

This template has been written in line with ACAS guidance and UK employment law, giving you confidence that it meets compliance standards.

You may also find our return to work interview template useful for building a structured absence management process.

Who should use this template?

This sickness absence policy template is designed for:

• SMEs, startups and growing businesses that don’t yet have an in-house HR team.
• HR managers looking for a compliant framework to introduce across their organisation.
• Line managers who need guidance on handling absence consistently.

It’s a practical tool for any business that wants to manage sickness absence fairly, clearly and in line with legal requirements.

How to customise this template for your company

Every business operates differently, which is why this template is fully editable. Customisation ensures the policy feels relevant and practical to your workforce.

When tailoring it to your company, consider:

• Internal reporting structures: Does absence need to be reported to HR directly or only to line managers?
• Remote or hybrid working teams: Should employees notify their manager by phone, email or instant messaging when working from home?
• Sector-specific requirements: For example, healthcare or education roles may need stricter return-to-work assessments.
• Employee wellbeing policies: You may want to link your absence policy to wider support services such as Employee Assistance Programmes (EAPs).

By adapting the template to reflect your internal processes, you ensure that the absence management policy feels practical, supportive and consistent with your company culture.

When to review or update your absence policy

Your absence policy should be reviewed regularly to keep it compliant and effective. We recommend updating it:

• After any change in UK employment law, particularly around sick pay or fit notes
• When your business grows or restructures, as reporting lines and responsibilities may change
• If you notice a rise in staff absences or patterns of short-term sickness that require closer monitoring
• When employee feedback suggests the policy is unclear or difficult to follow
• As part of an annual HR policy review to ensure all documents remain relevant

Regular reviews make sure the policy supports both legal compliance and effective employee absenteeism management.

Download your free sickness absence policy template today.

A clear absence policy helps protect your business, reduce absenteeism and support employee wellbeing. Download your free sickness absence policy template today and give your business the structure it needs to manage sickness absence consistently and fairly.