Sickness Absence Policy Template UK: Free Word Download and Guide
A free sickness absence policy template for UK employers: read the whole policy below, fill in your details online, or download it in Word or PDF. It works as your sick leave policy too, covering how staff report sickness, fit notes, Statutory Sick Pay from April 2026, return-to-work meetings and trigger points.
Free download
Sickness absence policy template
A ready-to-edit policy covering reporting sickness, self-certification and fit notes, Statutory Sick Pay at the April 2026 rate, return-to-work meetings, review points, disability and pregnancy, long-term sickness, holiday, records and responsibilities. Replace the [square brackets] with your details. No email needed.
Or fill in your details online and download your own policy, or read the whole policy on this page.
Fill in your details
Build your sickness policy online
Pick your rules and the policy updates as you go. Nothing is sent anywhere, and no sign-up is needed.
Run the policy in TimeTally, not a spreadsheet
The policy says who to tell and how. TimeTally gives your team one place to do it, on their own phones.
- Sick leave is recorded separately from holiday, so it never comes off anyone's allowance.
- Staff report sickness from their phone in the app, and their manager gets an email to approve it.
- Managers can record sickness for someone who phones in instead.
- Bradford Factor scores are worked out for each person, ready for your review points.
Rota, holiday and timesheets are in the same app, from £3 per employee per month.
Sickness Policy Template: The Full Text
Here is the whole sickness policy template, section by section. The Word and PDF downloads have the same twelve sections. Copy it into your staff handbook and replace everything in [square brackets] with your own details, or use the online builder above to fill it in for you.
Sickness Absence Policy
[Company Name]
Effective date: [Date] · Review date: [Date] · Policy owner: [Name / role]
How to use: replace everything in [square brackets], choose one option where options are shown, and delete this note. Check the finished policy against your employment contracts. Acas (acas.org.uk) gives free guidance.
1. Purpose and scope
1.1This policy explains what employees of [Company Name] must do when they are too ill to work, what evidence we need, what they will be paid and how we support them back to work.
1.2It applies to all employees [and workers]. It does not form part of any contract of employment and we may change it after consulting staff.
1.3We will apply this policy fairly and consistently. Absence linked to a disability or to pregnancy will be handled separately from other absence (see section 7).
2. Reporting sickness
2.1If you are too ill to work, contact [line manager / name / absence line] by [phone call / text message / our absence app] before [time / your normal start time / 30 minutes before your shift] on your first day of absence.
2.2Make the contact yourself unless you are too unwell to do so. A message to a colleague is not notification.
2.3Tell us, in general terms, why you are off, how long you expect to be away and any urgent work that needs covering. You do not have to give detailed medical information.
2.4Keep in touch [each day / every [X] days / as agreed with your manager] until you return or send a fit note that covers your absence.
2.5If you do not report your absence as set out here without good reason, it may be treated as unauthorised absence and may affect sick pay.
3. Evidence of sickness
3.1You can self-certify the first 7 calendar days of any absence: give us the dates and the reason [on our absence form / at your return-to-work meeting] when you return. Weekends and bank holidays count towards the 7 days. If we ask for medical evidence in this period, we pay any fee.
3.2If you are off for more than 7 calendar days in a row, you need a fit note from a doctor, registered nurse, occupational therapist, pharmacist or physiotherapist. Send it to [name / role] [within [X] days].
3.3If your absence continues, send further fit notes with no gaps: each one should start when the last one ends.
3.4If a fit note says you "may be fit for work", we will talk to you about the changes it suggests. If we cannot agree the changes, the fit note will be treated as evidence that you are not fit for work for sick pay purposes.
3.5You can return to work before your fit note ends. You do not need to be "signed back" by a healthcare professional.
4. Sick pay
4.1Employees who are sick for at least one full working day are entitled to Statutory Sick Pay (SSP) if they meet the conditions set by HMRC. Since 6 April 2026 there is no minimum earnings requirement and no unpaid "waiting days": SSP is paid from the first full day of sickness absence.
4.2SSP is £123.25 a week or 80% of the employee's average weekly earnings, whichever is lower (rate from 6 April 2026). It is paid for the days the employee normally works ("qualifying days") for up to 28 weeks.
4.3Example: an employee who works 5 days a week and earns £500 a week gets the full £123.25 a week (80% of £500 is £400, which is higher), or £24.65 for each qualifying day. An employee earning £120 a week gets £96 a week (80% of £120), or £19.20 a day over 5 days.
4.4[Company Name] [does not pay company sick pay / pays company sick pay as follows: [e.g. full pay for [X] weeks then half pay for [X] weeks, after [X] months' service]]. Company sick pay includes any SSP due; it is not paid on top of it.
4.5If an employee is not entitled to SSP, we will send them form SSP1 within 7 days of their first day off sick. If SSP is expected to end before their sickness does, we will send form SSP1 on or before the beginning of the 23rd week, so they can claim other support.
4.6SSP rates change each April. [Name / role] will update this policy when they do.
5. Returning to work
5.1Your manager will hold a short return-to-work meeting with you as soon as possible after every absence, usually on your first day back.
5.2The meeting will check you are ready to return, update you on anything you missed, agree any support or adjustments, and record the absence. It is a supportive conversation, not a disciplinary meeting.
5.3The meeting is recorded on our return-to-work form. You will get a copy.
5.4After a longer absence we may agree a phased return (for example reduced hours or duties for an agreed period) with a date to review it.
6. Absence review points
6.1We review absence when any of these review points is reached in a rolling [12-month] period: [3] separate absences; [8] working days absent; a pattern of absence (for example regular Mondays or Fridays); [a Bradford Factor score of [X] or more].
6.2Reaching a review point leads to a meeting to understand the reasons and agree support. It does not automatically lead to disciplinary action.
6.3If absence continues to be a concern after support has been offered, we may follow our [capability / attendance] procedure. You may bring a colleague or trade union representative to any formal meeting.
7. Disability, pregnancy and reasonable adjustments
7.1If you have a disability under the Equality Act 2010, we will consider reasonable adjustments to support your attendance, for example changed hours, duties, equipment, extra breaks or time off for treatment.
7.2Pregnancy-related absence is recorded separately and never counts towards the review points in section 6. We will consider adjusting the review points for absence linked to a disability.
8. Long-term sickness
8.1Absence of [4] weeks or more in a row is long-term sickness. We will agree with you how often we keep in touch, respecting your need to recover.
8.2With your consent, we may ask for an occupational health assessment or a report from your doctor so we can understand how to support you back to work.
8.3We will consider a phased return, reasonable adjustments and alternative work. Ending employment on grounds of ill health is a last resort and will only follow a fair process, including medical advice and meetings with you.
9. Sickness and holiday
9.1You continue to build up holiday while off sick.
9.2If sickness stops you taking holiday in the leave year, you may carry over [up to 4 weeks / all] of your unused holiday, to be used within 18 months of the end of that leave year.
9.3If you are ill during booked holiday, report it under section 2 and provide evidence under section 3. You may then take that time as sick leave and use the holiday at another time.
9.4You can ask to take paid holiday while you are off sick.
10. Medical appointments
10.1Please arrange routine medical and dental appointments outside working hours where you can. Where that is not possible, [time off is [paid / unpaid / made up / taken as holiday]]. Statutory rights, such as paid time off for antenatal appointments, still apply.
11. Records and confidentiality
11.1We keep records of sickness absence, evidence received and sick pay paid. HMRC may ask to see sickness records if there is a dispute about SSP.
11.2Health information is special category data under UK GDPR. It is stored securely, seen only by people who need it, and kept for [6 years] after employment ends, then deleted.
12. Responsibilities
12.1Employees: report absence on time; keep in touch; provide evidence; attend return-to-work meetings.
12.2Line managers: record absence; hold return-to-work meetings; apply review points consistently; consider adjustments.
12.3[HR / owner]: keep records; process sick pay; send SSP1 forms; review this policy each April.
This policy was last reviewed on [Date].
Section 4 sets out Statutory Sick Pay. If you want a separate policy just for sick pay, use our statutory sick pay policy template. For the wider process of managing all kinds of absence, see the absence management policy, and for lateness and unauthorised absence, the attendance policy template.
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Statutory Sick Pay Calculator
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Why Every UK Business Needs a Sick Leave Policy
Sickness absence costs UK employers an estimated £29 billion per year. Yet a surprising number of small and medium-sized businesses still operate without a written sick leave policy — relying instead on informal arrangements, verbal agreements, or a paragraph buried in an outdated employee handbook.
A clear, well-written sick leave policy protects both the employer and the employee. It sets expectations about how sickness should be reported, what evidence is required, how pay works, and what happens when someone is off for an extended period. Without one, you are left making decisions on the spot, which almost inevitably leads to inconsistency — and inconsistency is what leads to grievances, tribunal claims, and damaged trust.
This guide walks through every section your sick leave policy should contain, explains the legal requirements you must meet, and provides a template you can adapt for your own organisation.
Legal Requirements: What UK Law Demands
Before drafting your policy, you need to understand the legal minimums. UK employment law sets several non-negotiable requirements around sickness absence:
Statutory Sick Pay (SSP)
Since 6 April 2026, employers must pay SSP to eligible employees from the first full day of sickness absence, at £123.25 a week or 80% of average weekly earnings, whichever is lower. Current rates and eligibility are on gov.uk/statutory-sick-pay — or check the SSP calculator for the current figure. SSP is payable for up to 28 weeks.
Fit Notes (Statements of Fitness for Work)
Employees must provide a fit note from a GP, hospital doctor, or other approved healthcare professional for any absence lasting more than seven consecutive days (including non-working days). For absences of seven days or fewer, employees can self-certify.
Equality Act 2010
You must make reasonable adjustments for employees with disabilities. Sickness absence related to a disability must be handled carefully — applying absence triggers mechanically without considering disability can amount to discrimination.
Pregnancy-Related Sickness
Absence due to pregnancy-related illness must be recorded separately and never used against the employee in absence management processes.
What a Sickness Absence Policy Should Include
A comprehensive sick leave policy should cover the following areas. Below, we explain what each section needs to contain and why it matters.
1. Scope and Purpose
Start by stating who the policy applies to (all employees, workers, or specific groups) and what the policy aims to achieve. Keep this brief — one or two paragraphs. The purpose should acknowledge that sickness happens, that the company wants to support employees in recovering, and that the policy exists to ensure consistency and fairness.
2. Notification Procedures
This is arguably the most important operational section of the policy. Employees need to know exactly what to do when they wake up unwell. Your policy should specify:
- Who to contact — their line manager, HR, or a specific absence line
- How to contact them — phone call, text message, email, or through your absence management system
- When to make contact — ideally before their shift starts, or within a specific timeframe (e.g. within 30 minutes of their normal start time)
- What information to provide — the nature of the illness (in general terms), expected duration, and any urgent work that needs covering
- Ongoing contact requirements — how often they should update their manager if the absence continues beyond the first day
Be clear that text messages to colleagues do not count as proper notification. You want a direct conversation with the relevant manager wherever possible.
3. Self-Certification and Fit Notes
Explain the evidence requirements at each stage:
| Absence Duration | Evidence Required | Notes |
|---|---|---|
| 1–7 calendar days | Self-certification form | Employee completes on return to work. No GP note required. |
| 8+ calendar days | Fit note from GP or approved healthcare professional | Must be provided promptly. Fit notes can now be issued digitally. |
| Ongoing / long-term | Consecutive fit notes with no gaps | Each fit note should cover from the expiry of the previous one. |
Your policy should also state what happens if an employee fails to provide the required evidence — for example, that the absence may be treated as unauthorised and pay may be withheld.
4. Statutory Sick Pay (SSP)
Set out the basics of SSP clearly: who is eligible, that it is paid from the first full day off sick (there have been no waiting days since 6 April 2026), how long it is payable, and the current weekly rate. If your company offers an enhanced company sick pay scheme (sometimes called occupational sick pay), detail the terms here — for instance, how many weeks at full pay and half pay, any qualifying period before the enhanced scheme applies, and how it interacts with SSP.
For a quick reference on current SSP rates and eligibility, see our Statutory Sick Pay calculator.
5. Return-to-Work Interviews
Return-to-work interviews are one of the most effective tools for managing absence. They are not a legal requirement, but Acas recommends a conversation as soon as possible after a worker returns.
Your policy should state that a return-to-work conversation will take place after every period of absence, no matter how short. The interview should:
- Welcome the employee back
- Check they are fit to return and whether any adjustments are needed
- Establish the reason for absence and whether it is related to a recurring condition
- Update absence records
- Identify any workplace factors contributing to absence (stress, workload, environment)
Frame these as supportive conversations, not interrogations. The tone of the policy matters. Use our free return-to-work form template to structure these meetings consistently, or fill in the return to work form online.
6. Absence Triggers and Monitoring
Most organisations use absence triggers — specific points at which a more formal review is initiated. Common triggers include:
- Three or more separate absences in a rolling 12-month period
- Eight or more working days lost in a rolling 12-month period
- A recognisable pattern (e.g. regular Monday or Friday absences)
- A Bradford Factor score above a defined threshold
Be explicit that hitting a trigger does not automatically result in disciplinary action — it simply prompts a meeting to discuss the situation. This is important for legal defensibility and for maintaining employee trust.
7. Long-Term Sickness
Long-term sickness (typically defined as four or more consecutive weeks) requires a different approach from short-term absence. Your policy should cover:
- Keeping in touch — agree a reasonable frequency for contact (e.g. weekly or fortnightly phone calls), respecting the employee's need for rest
- Occupational health referrals — explain when and why you might refer someone to occupational health, and that this is about support, not surveillance
- Phased returns — outline how you handle gradual returns to work, such as reduced hours or modified duties for an agreed period
- Reasonable adjustments — if the condition amounts to a disability under the Equality Act, set out your commitment to exploring and implementing reasonable adjustments
- Ill-health capability process — as a last resort, if someone cannot return to work and all alternatives have been exhausted, explain the process for managing this. This should always involve a thorough, well-documented process and usually legal advice.
8. Reasonable Adjustments
While reasonable adjustments sit within the long-term sickness section, they deserve specific attention. Under the Equality Act 2010, if an employee has a disability (a physical or mental impairment that has a substantial and long-term adverse effect on their ability to carry out normal day-to-day activities), you have a legal duty to make reasonable adjustments.
Examples of reasonable adjustments include:
- Adjusted working hours or shift patterns
- Working from home arrangements
- Modified duties or reallocation of certain tasks
- Additional breaks
- Specialist equipment or software
- Time off for medical appointments
- Phased return to work after long-term absence
Your policy should make clear that disability-related sickness absence will be considered separately from other absence for the purposes of any triggers or formal processes.
Important: Discrimination Risk
Failing to make reasonable adjustments, or treating disability-related absence the same as other absence when applying triggers or disciplinary procedures, can result in discrimination claims at an employment tribunal. If in doubt, seek legal advice before taking formal action against an employee with a known health condition.
9. Sick Pay and Annual Leave
Employees continue to accrue statutory holiday entitlement while off sick. If an employee is unable to take their annual leave due to sickness, they may be entitled to carry it over. Your policy should address how this works in your organisation, including any limits on carry-over. Keep a record of the holiday each person builds up and takes while off sick: our guide to holiday records covers what to keep and for how long.
10. Sickness During Annual Leave
If an employee falls ill during a period of booked annual leave, your policy should explain whether they can reclaim those holiday days as sick leave (subject to providing a fit note or self-certification) and the process for doing so.
11. Medical Appointments
Clarify whether routine medical and dental appointments are treated as sick leave, annual leave, or unpaid absence. Many employers ask that routine appointments be arranged outside working hours where possible, but allow reasonable time off for hospital appointments or specialist referrals.
Template Structure: Sections at a Glance
Here is a summary of every section your sick leave policy document should contain:
Common Mistakes to Avoid
When drafting or reviewing your sick leave policy, watch out for these common pitfalls:
Policy Pitfalls
- Being too vague — “Contact your manager as soon as possible” is not specific enough. State the timeframe and method.
- No distinction between short-term and long-term — these require fundamentally different management approaches.
- Automatic triggers — using absence triggers as automatic disciplinary steps rather than prompts for conversation is legally risky.
- Ignoring the Equality Act — failing to mention reasonable adjustments or the separate treatment of disability-related absence.
- Punitive tone — a policy that reads like a list of punishments discourages people from reporting genuine illness. Balance firmness with support.
TimeTallyTrack Absence Consistently From Day One
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Tracking Sick Leave Effectively
A written policy is only useful if you actually track absence consistently. If sick leave is recorded in a mixture of spreadsheets, emails, and sticky notes, your policy becomes impossible to enforce fairly.
You need a system that records every absence with start and end dates, tracks different absence types separately (so you can exclude protected absences from triggers), and gives managers a clear view of their team's absence history. TimeTally's sick leave tracker does exactly this — recording sickness absence alongside other leave types, with approval workflows and a team calendar showing who is off when.
Combined with our free Bradford Factor calculator and SSP calculator, you have the tools to implement your sick leave policy consistently and fairly. TimeTally is available at just £3 per employee per month, with export to Xero, QuickBooks, or CSV.
For businesses looking for a broader solution, TimeTally also provides full absence management with custom leave types, pro-rata calculations for part-time staff, and UK statutory entitlement calculations.
Sickness Absence Policy FAQs
What should a sickness absence policy include?
How staff report sickness (who to tell, how and by what time), the evidence you need (self-certification for up to 7 days, then a fit note), sick pay (Statutory Sick Pay and any company sick pay), return-to-work meetings, the review points that lead to an absence meeting, how disability and pregnancy-related absence are treated, long-term sickness, sickness and holiday, medical appointments, records and confidentiality, and who is responsible for what. The template on this page covers all twelve.
Is a sickness policy a legal requirement in the UK?
No law says you must have a written sickness policy. But every employee's written statement of employment particulars must cover sickness absence and sick pay, and you must pay Statutory Sick Pay to staff who qualify. A written policy sets those terms out once, for everyone, and Acas guidance encourages employers to have one so absence is handled consistently.
What is the difference between a sickness policy and a sick pay policy?
A sickness policy covers the whole process: reporting sickness, evidence, return-to-work meetings, review points and support. A sick pay policy covers only what someone is paid while off: Statutory Sick Pay, any company sick pay and who qualifies. Most small businesses put both in one document; section 4 of this template is the sick pay part.
How many sick days before a fit note?
Staff can self-certify for up to 7 calendar days in a row, counting weekends and bank holidays. From the 8th day you can ask for a fit note, which a doctor, registered nurse, occupational therapist, pharmacist or physiotherapist can issue. If you want medical evidence for a shorter absence, you may have to pay for it.
Can I use the Bradford Factor in my sickness policy?
Yes. Many UK employers use a Bradford Factor score as a review point: the number of separate absences, squared, times the total days absent, usually over a rolling 12 months. State the score in the policy, use it to start a conversation rather than as automatic discipline, and adjust it for absence linked to a disability and never count pregnancy-related absence.
Is there a free sickness policy template in Word?
Yes. This page has a free sickness absence policy template to download in Word or PDF, with no email needed. You can also fill in your details in the online builder (company name, how staff report sickness, sick pay, review points) and download your own policy as a Word file.
Is a sick leave policy the same as a sickness absence policy?
Yes. Sick leave policy, sickness policy and sickness absence policy are different names for the same document: the rules for reporting sickness, evidence, sick pay and getting back to work. UK employers tend to say sickness absence policy; the template on this page works under any of the names.
Summary
A good sick leave policy does three things: it sets clear expectations so employees know what to do when they are unwell, it gives managers a consistent framework for handling absence, and it protects your business legally by demonstrating that you treat all employees fairly.
Key takeaways:
- Cover notification procedures, evidence requirements, SSP, return-to-work interviews, and long-term sickness as a minimum
- Always address reasonable adjustments and the Equality Act
- Use absence triggers as conversation starters, not automatic disciplinary steps
- Separate pregnancy-related and disability-related absence from general absence monitoring
- Track sick leave consistently using a dedicated tool like TimeTally
- Review your policy annually to ensure it reflects current legislation and best practice
Related resources:
- Sick Leave Tracker
- Absence management software — sick leave, Bradford Factor, and all absences
- Employee holiday tracker — manage annual leave alongside sick leave
- Leave tracking software — all leave types in one system
- Leave management for small business
- Statutory Sick Pay Calculator
- Bradford Factor Calculator
- The Bradford Factor Explained
- Statutory sick pay policy template
- Absence management policy template
- Attendance policy template
- Return to work form template and the printable return to work form
- Holiday records: what to keep
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