Purpose and Scope
This policy applies to all employees at [Organisation Name]. It sets out how we manage sickness and unauthorised absence. Separate policies cover annual leave, family leave, and emergency time off for dependants.
The objectives of this policy are to:
- Support employees during genuine illness.
- Maintain operational staffing levels and workplace safety.
- Handle absence fairly, transparently, and consistently across the organisation.
Working through related paperwork at the same time? See also our Time Off for Dependants Template, Annual Leave Policy Template and FMLA & Family Leave Policy Template.
Policy Statement
[Organisation Name] supports employees who need time off for genuine ill health. We expect employees to report absences promptly and honestly, stay in regular contact, and engage with reasonable support measures. We treat all absence records as confidential medical data.
Absence Reporting Procedure
- Call [Role] by [Time] on your first day of absence to report in person. Send a message, email, or text only if you are physically unable to phone.
- State the reason for your absence, your expected return date, and any urgent tasks that need handing over.
- For ongoing absences, contact [Role] at the agreed frequency (e.g., [Frequency]) to update them on your health and return date.
- Report your absence yourself, unless exceptional circumstances stop you from communicating directly.
- We classify any absence not reported using this procedure as unauthorised absence, which may result in disciplinary action.
Evidence and Sick Pay
- Self-Certification: Complete a self-certification form as soon as you return from a short-term absence.
- Medical Certification: Provide a fit note or medical certificate from an authorised healthcare professional for any absence exceeding the statutory self-certification threshold.
- Workplace Adjustments: If a medical certificate states you “may be fit for work” with modifications, [Organisation Name] will discuss whether we can accommodate the recommended adjustments.
- Sick Pay: We pay Statutory Sick Pay according to legal eligibility rules. Your contract of employment outlines any contractual sick pay entitlements.
- Fraudulent Claims: Submitting false absence claims or altering medical documents is gross misconduct.
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Return-to-Work Process
Line managers must hold a private return-to-work discussion after every period of absence, ideally on the employee’s first day back.
The discussion covers:
- Welcoming the employee back to work.
- Confirming the reason for absence and checking fitness to resume duties.
- Identifying any required workplace support or adjustments.
- Completing and filing the return-to-work record in [System/Location].
Managing Frequent Short-Term Absence
- Review Triggers: We trigger a formal review when absence hits set operational thresholds (e.g., [Number] instances or total days within a rolling 12-month period).
- Review Meeting: The line manager and employee meet to review absence patterns, look at underlying causes, and put support plans in place. This may include occupational health referrals or duty adjustments.
- Disability Adjustments: If absences relate to a disability or long-term health condition, we will adjust trigger thresholds as a reasonable adjustment.
- Formal Action: If an unacceptable pattern of absence continues without a satisfactory explanation, we will start formal procedures. This may lead to formal warnings and, ultimately, dismissal following a fair process.
Managing Long-Term Absence
- Communication Plan: For long-term absence, [Role] and the employee will agree on a regular, supportive contact schedule.
- Medical Assessment: With the employee’s consent, we may seek medical advice from an occupational health adviser or GP to understand the prognosis and return-to-work options.
- Return Strategies: Return plans can include phased returns, temporary or permanent duty changes, modified hours, or physical workplace adjustments.
- Employment Review: We consider dismissal on grounds of long-term ill health only as a last resort. This follows full consultation, medical review, and looking into reasonable alternatives, such as redeployment.
Records and Review
- Absence records, self-certification forms, medical certificates, and return-to-work notes contain special category health data.
- We store all documentation securely in [System/Location]. Access is restricted to authorized [Roles] in line with data protection laws and retention schedules.
Policy Owner: [Role] Review Cycle: [Frequency] Next Review Date: [Date]
FAQs on an absence management policy
What is an absence management policy?
An absence management policy applies to all employees at your organisation. It sets out how we manage sickness and unauthorised absence.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does an absence management policy include?
This template covers absence reporting procedure, evidence and sick pay, return-to-work process and managing frequent short-term absence.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement an absence management policy with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
