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
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.
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
| Duration | Evidence Required |
|---|---|
| Days 1–7 | Self-certification form (completed on return) |
| Day 8 onwards | Fit note (Statement of Fitness for Work) from GP |
| Extended absence | Updated fit notes before each expiry |
Employees must submit fit notes promptly. Statutory Sick Pay may be withheld if evidence is not provided.
4. Sick Pay
- Statutory Sick Pay (SSP): £123.25 per week (from April 2026) 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:
| Trigger | Threshold | Action |
|---|---|---|
| Informal | Bradford score 51–100 OR 8+ days in 12 months | Welfare meeting with line manager |
| Stage 1 | Bradford score 101–200 OR 15+ days in 12 months | Formal absence review meeting |
| Stage 2 | Bradford score 201–500 OR 20+ days in 12 months | First written warning |
| Stage 3 | Bradford score 501+ OR 25+ days in 12 months | Final written warning |
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
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
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.
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Rachel Richardson
Head of Growth & Marketing, Grove HR
Rachel leads growth and marketing at Grove HR, with over a decade of experience in UK HR technology. She writes practical guides to help small businesses navigate employment law and build better workplaces.
Frequently Asked Questions
Is an absence management policy a legal requirement?
While not strictly a legal requirement, ACAS strongly recommends having a written absence management policy. Without one, employers have no consistent basis for managing absence or taking formal action, which increases the risk of unfair dismissal claims.
What are reasonable trigger points for absence management?
Common trigger points include 3 or more absence spells in 12 months, a Bradford Factor score above 100, or more than 8 total days absent in a year. Triggers should prompt a supportive conversation, not automatic disciplinary action.
Do I need to conduct return-to-work interviews?
While not a legal requirement, return-to-work interviews are considered best practice by ACAS. They help managers understand absence reasons, identify support needs, and demonstrate consistent absence management. Many tribunals expect them.
