Absence Management Policy Template for UK Employers

Quick Answer: What Should an Absence Management Policy Include?

A compliant UK absence management policy must cover:

• Scope — who the policy applies to
• Reporting procedures — how and when to notify absence
• Evidence requirements — self-certification and fit notes
• Return-to-work interviews — when and how they are conducted
• Trigger points — thresholds for formal action (e.g., Bradford Factor)
• Support provisions — occupational health, EAP, reasonable adjustments
• Formal procedures — stages of escalation

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Why You Need a Written Policy

Without a clear absence management policy, employers risk:

• Inconsistent treatment of employees (discrimination claims)
• No legal basis for taking formal action on persistent absence
• Managers unsure how to handle sickness conversations
• Employees unclear on their obligations

A written policy protects both the employer and employee by setting transparent expectations.

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Absence Management Policy Template

1. Purpose and Scope

This policy sets out [Company Name]'s approach to managing employee absence. It applies to all employees regardless of role, grade, or length of service. The policy aims to balance support for employees who are genuinely unwell with the need to maintain effective service delivery.

2. Reporting Sickness Absence

Employees must:

• Notify their line manager (not a colleague) by telephone before their normal start time, or within 1 hour of their start time
• State the reason for absence and expected duration
• Provide daily updates for the first 3 days unless otherwise agreed
• Contact HR if they cannot reach their line manager

Failure to follow reporting procedures may result in absence being treated as unauthorised.

3. Evidence Requirements

Employees must submit fit notes promptly. Statutory Sick Pay may be withheld if evidence is not provided.

4. Sick Pay

• Statutory Sick Pay (SSP): £118.75 per week for eligible employees, payable from the 4th qualifying day for up to 28 weeks
• Company sick pay: [Insert your company scheme, e.g., "Full pay for X weeks, half pay for X weeks, inclusive of SSP"]

5. Return-to-Work Interviews

A return-to-work interview will be conducted after every period of absence, regardless of length. The interview will:

• Welcome the employee back
• Confirm they are fit to return
• Understand the reason for absence
• Identify any support needed
• Update the absence record

6. Trigger Points

[Company Name] uses the Bradford Factor alongside total absence days to identify employees who may need additional support:

Reaching a trigger point does not result in automatic action. Each case is reviewed individually.

7. Long-Term Absence

Where absence exceeds or is expected to exceed 4 weeks:

• Regular contact will be maintained (frequency agreed with employee)
• Occupational health referral may be arranged
• A phased return may be offered
• Reasonable adjustments will be considered
• The employee's role may need to be covered temporarily

8. Support Provisions

[Company Name] provides:

• Occupational health referrals for complex or long-term conditions
• Employee Assistance Programme (EAP) — confidential counselling and support
• Reasonable adjustments under the Equality Act 2010 for employees with disabilities
• Phased returns following long-term absence
• Flexible working arrangements where appropriate

9. Disability and Chronic Illness

In accordance with the Equality Act 2010, [Company Name] will:

• Discount disability-related absences from Bradford Factor calculations
• Adjust trigger thresholds for employees with chronic conditions
• Make reasonable adjustments to support attendance
• Not penalise pregnancy-related absence

10. Unauthorised Absence

Absence that is not reported in accordance with this policy, or where the reason given is not accepted, may be treated as unauthorised absence. This may lead to:

• Loss of pay for the period of absence
• Disciplinary action under the company disciplinary procedure

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Customising This Template

When adapting this template for your organisation, consider:

• Industry context — manual roles may need different thresholds than office roles
• Company size — smaller teams feel absence more acutely
• Existing arrangements — align with any collective agreements
• Company sick pay — state your scheme clearly
• Communication — consult employees or representatives before implementing

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Managing Absence with Grove

Grove makes absence management policy enforcement straightforward:

• Automated Bradford Factor scoring with configurable trigger alerts
• Return-to-work interview prompts after every absence
• Fit note tracking with expiry reminders
• Absence reports for HR and management review
• Self-service portal for employees to report and track absence

Get started with Grove to put your absence policy into practice.