A sick leave policy template provides a structured framework for managing employee absence due to illness, ensuring compliance with UK employment law and supporting employee wellbeing.

Key Takeaways

  • Clear procedures ensure consistent treatment
  • Legal compliance with statutory sick pay
  • Supportive approach improves return to work
  • Documentation protects employer position
  • Technology solutions simplify management

Policy Template

1. Purpose

This policy outlines the sick leave procedures and entitlements
for all employees of [Company Name]. It ensures compliance with
the Employment Rights Act 1996 and Social Security Contributions
and Benefits Act 1992.

2. Eligibility

All employees are eligible for sick leave from their first
day of employment.

Statutory Sick Pay (SSP):
- Average weekly earnings: At least £123 per week
- Waiting period: 3 consecutive days
- Maximum duration: 28 weeks
- Rate: £116.75 per week (2025/26)

3. Reporting Absence

First Day of Absence:
- Contact manager by [time] on first day
- Provide reason and expected return date
- Obtain fit note if absence exceeds 7 days

Ongoing Absence:
- Regular updates to manager
- Fit notes required after 7 days
- Medical evidence if requested

4. Fit Notes

When Required:
- Absence exceeds 7 consecutive days
- Requested by employer
- Long-term absence

What They Include:
- Fitness for work status
- Any restrictions or limitations
- Recommended adjustments
- Duration of advice

5. Statutory Sick Pay

Calculation:
- 3 waiting days before SSP begins
- Maximum 28 weeks SSP
- Rate: £116.75 per week (2025/26)
- Paid on normal pay day

Eligibility:
- Average weekly earnings at least £123
- Sick for more than 3 days in a row
- Not self-isolating (unless COVID-related)

6. Company Sick Pay

[Specify if different from statutory:
- Enhanced pay rate
- Duration of company sick pay
- Eligibility criteria
- Link to company policy]

7. Long-Term Absence

Procedure:
- Regular contact with employee
- Occupational health referral if needed
- Return to work plan agreed
- Phased return if appropriate

Support:
- Employee assistance program
- Flexible working arrangements
- Reasonable adjustments
- Ongoing medical support

8. Return to Work

Process:
- Return to work interview with manager
- Fit note clearance if applicable
- Adjusted duties if needed
- Follow-up meeting scheduled

9. Unauthorized Absence

Definition:
- Absence without valid reason
- Failure to follow reporting procedure
- No medical evidence provided

Consequences:
- Investigation meeting
- Disciplinary procedure may apply
- Documentation required

10. Record Keeping

What We Record:
- Dates of absence
- Reason for absence
- Medical evidence received
- SSP paid
- Communications and decisions

Retention:
- Records kept for 7 years minimum
- Secure storage and access
- Employee access to own records

Implementation Checklist

Policy Development

  • Legal requirements researched
  • Entitlements calculated
  • Procedures defined
  • Policy documented
  • Legal review completed
  • Management approval obtained

Communication

  • Policy document prepared
  • Employee handbook updated
  • Training materials created
  • Manager training scheduled
  • Employee communication plan
  • Q&A session planned

System Setup

  • Absence tracking configured
  • Fit note management set up
  • SSP calculations configured
  • Notifications configured
  • Reporting set up
  • Integration with payroll

Ongoing Management

  • Regular policy review scheduled
  • Employee feedback gathered
  • Legal updates monitored
  • System updates applied
  • Training refreshed
  • Compliance audits scheduled

Employment Rights Act 1996

  • Section 13 - entitlement to paid holiday
  • Section 14 - payment for holiday
  • Section 15 - carryover of holiday
  • Protection - applies to all workers

Social Security Contributions and Benefits Act 1992

  • Section 151 - entitlement to SSP
  • Section 152 - amount of SSP
  • Section 153 - duration of SSP
  • Protection - applies to all employees

Compliance Checklist

  • Policy documented and communicated
  • Eligibility criteria defined
  • Reporting procedure established
  • SSP calculations configured
  • Fit note process defined
  • Long-term absence procedure established
  • Return to work process defined
  • Record-keeping requirements met
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