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Managing Sickness Absence: A Practical Guide For Employers

Employee sickness absence is one of the most common people management challenges for small businesses.

Whether it’s a short-term illness or a longer period of absence, employers often want to make sure they are handling the situation fairly, consistently and in line with employment law.

Understanding the rules around sick pay, keeping clear records and having a sensible approach to managing absence can help businesses support employees while also protecting the organisation.

In this post, we explain the basics of managing sickness absence, including what employers should do when an employee calls in sick and how statutory sick pay works.

What Are The Rules Around Sick Pay?

When an employee is unable to work because of illness, they may be entitled to Statutory Sick Pay (SSP) if they meet certain eligibility requirements.

Under current rules, statutory sick pay is paid when an employee:

• Is classed as an employee for SSP purposes

• Earns above the Lower Earnings Limit

• Has been off sick for four or more consecutive days

SSP normally starts from the fourth day of absence, as the first three days are considered waiting days.

In a previous update, we explained the proposed changes to Statutory Sick Pay under the Employment Rights Bill, including the potential removal of waiting days and wider eligibility for sick pay.

What Should Employers Do When An Employee Calls In Sick?

When an employee reports sickness absence, employers should follow a clear and consistent process.

Good absence management usually includes:

Recording the absence: Employers should keep accurate records of sickness absence, including dates, reasons for absence and any medical evidence provided.

Maintaining communication: Keeping in touch with employees during sickness absence helps ensure they feel supported and allows employers to understand when they may be able to return to work.

Requesting medical evidence where appropriate: Employees may be asked to provide a fit note from their GP if their absence lasts longer than seven days.

Clear communication and accurate records are key to managing sickness absence fairly.

Managing Short-Term Sickness Absence

Short-term sickness absence is usually defined as frequent or occasional periods of illness that last only a few days.

While occasional sickness is normal, patterns of absence can sometimes become a concern for employers.

Employers may need to look out for:

• frequent short absences

• patterns of absence around certain days

• repeated illnesses without clear explanation

In these situations, it can be helpful to hold return-to-work conversations with employees to understand whether there are any underlying issues.

Return-to-work discussions are not about challenging the employee but about checking on their wellbeing and ensuring any support they need is considered.

Monitoring Patterns of Sickness Absence

Employers may also find it helpful to monitor sickness absence over time to identify any patterns that may need to be addressed.

Some organisations use trigger points as part of their sickness absence management approach. A trigger point simply means that a certain level of absence prompts a review or discussion.

For example, a trigger might be reached if an employee has:

• three separate absences within a six-month period

• a certain number of sickness days within a set timeframe

Reaching a trigger point does not automatically lead to disciplinary action. Instead, it usually prompts a conversation with the employee to understand whether there are any underlying issues and whether any support may be needed.

Using trigger points can help ensure absence is managed consistently and fairly across the business.

When Sickness Absence Becomes Longer-Term

Longer periods of sickness absence can be more complex to manage.

If an employee is off sick for an extended period, employers may need to consider:

• medical evidence or occupational health advice

• whether any workplace adjustments could support a return to work

• keeping regular communication with the employee

In some cases, where an employee is unable to return to work due to ongoing health issues, employers may need to follow a capability process.

Handling these situations carefully and with clear documentation is important for both the employee and the business.

Are The Statutory Sick Pay Changes Confirmed?

The direction of travel for statutory sick pay reform is clear within the Employment Rights Bill 2025, but some details are still being finalised.

Large employment law reforms are typically introduced in stages, with secondary legislation and detailed guidance following the main Act.

This means that while the overall intention of SSP reform is established, employers should continue to monitor updates around implementation dates and final regulations.

For HR professionals and small businesses alike, this is one reason the current employment law landscape can feel uncertain.

Why Having a Sickness Absence Policy Matters

Having a clear sickness absence policy helps both employers and employees understand what is expected when someone is unwell.

A good policy should explain:

• how employees should report sickness

• when medical evidence may be required

• how statutory sick pay is applied

• how absence will be recorded and managed

Clear policies help ensure sickness absence is handled consistently and reduce the risk of misunderstandings.

Practical Steps For Businesses

Managing sickness absence does not need to be complicated, but having some simple processes in place can make a big difference.

Employers should consider:

• keeping accurate absence records

• ensuring managers understand sick pay rules

• holding return-to-work conversations after sickness absence

• having a clear sickness absence policy in place

These steps can help businesses support employees while managing absence effectively.

Need Sickness Absence Support?

Sickness absence is a normal part of working life, but having a clear and fair approach to managing it is important for both employers and employees.

Understanding sick pay rules, maintaining good communication and having sensible policies in place can help small businesses deal with sickness absence confidently and consistently.

As employment law continues to evolve, including the proposed Statutory Sick Pay reforms in the Employment Rights Bill, employers should keep an eye on developments and consider how changes may affect their policies and processes. If you’re a business who needs support, BloomHR can help. Contact us for more information.