Manage absence and sickness

What to include in absence and sickness policies

Develop your absence and sickness policy/procedures in consultation with line managers and employee representatives. If you recognise a union, you should also involve them.

An absence and sickness policy could include the following:

• When time off might be permitted, eg time off for dependants. See our guide on  maternity, paternity and adoption - an overview .
• How the worker should notify you if they are ill, late for work, or absent for other reasons.
• When they should submit a self certificate or medical certificate. Note that under statutory sick pay rules self certification is only required from the fourth day, and a medical certificate from the eighth day of an absence.
• Any sick pay arrangements. This should also be covered in the written statement of terms and conditions of employment.
• Possible procedures for using the employer's own doctor/medical adviser.
• If applicable, the need to attend a return-to-work interview.
• Consequences of not complying with the policy, eg when disciplinary measures will be taken.
• Who is responsible for keeping attendance records.
• Reference to any other relevant policies, eg alcohol/drug misuse, health and safety, discipline and grievance.

You may also want to include the following points:

• If you have good reason to believe an employee is abusing the system, you may take disciplinary measures against them.
• While those genuinely absent for illness will be treated sympathetically, excessive sickness can result in dismissal after proper procedures have been followed. For information on dealing with employee illness fairly, see the page in this guide on employee illness as a performance issue .

There are other options you may want to consider, including:

• counselling
• rehabilitation programmes for long-term sickness
• attendance bonuses or incentives - make sure these don't discriminate, eg against those who are disabled or pregnant or people working part time or with other flexible working arrangements
• appointing an absence case manager

Subjects covered in this guide

• Introduction
• The need for absence and sickness policies and procedures
• Basic principles of managing absence and sickness
• Measuring and monitoring absence and sickness
• What to include in absence and sickness policies
• Employee illness as a performance issue
• Managing absence problems as disciplinary issues

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