How to manage sickness absence in the workplace: advice for employers

Sickness absence is a part of working life for most employees and employers - but for businesses, it can be a sensitive issue to manage. An estimated 148.9 million working days were lost because of sickness or injury in 2024; therefore, it's vital that employers and HR teams have a plan in place to support staff, track absence trends, and minimise disruption. 

Here we look in detail at what HR teams and businesses generally can do when it comes to managing sickness absence and alleviating the strain, offering some sick leave management strategies, as well as information to ensure productivity is not lost as a result. Managing absence in a way that's fair, legally compliant and supportive of employee wellbeing must be paramount. 

Why effective sickness absence management matters

Left unmanaged, sickness absence can lead to:

• Loss of productivity and team morale.

• Strain on remaining staff and resources.

• Compliance and legal risks if not handled fairly or consistently.

Balancing business needs with employee care is key. A transparent absence management policy not only promotes accountability but also creates a culture of openness and support.

Common types of sickness absence

Short-term absence: usually unplanned and under 7–14 days, often due to colds, minor illnesses, or short-term stress.

Long-term absence: typically lasting four weeks or more, often linked to chronic illness, mental health challenges, or recovery from injury.

Identifying the type of absence helps determine the most appropriate support or next steps.

Key steps for managing absence effectively 

1. Offer preventative benefits 

Introducing benefits that support employee wellbeing can help reduce avoidable sick leave. Consider:

• Private healthcare plans - fast access to appointments, including mental health support. 
• Employee Assistance Programmes (EAPs) - providing confidential counselling and advice. 
• Annual flu vaccinations - to reduce seasonal illness across the team. 

2. Track and monitor absences consistently 

Without accurate records, it's impossible to identify patterns or ensure fair treatment. Use absence forms, spreadsheets, or dedicated HR software to: 

• Record dates and duration of all absences. 
• Log stated reasons for time off. 
• Track frequency and any recurring themes. 

3. Create a clear absence management policy 

A written policy ensures: 

• All employees are treated fairly and consistently. 
• Line managers understand the correct procedures to follow. 
• The business is protected from legal risk. 

Your policy should cover: 

• Reporting processes and contact points. 
• Requirements for fit notes or certification. 
• Return-to-work interviews. 
• Absence 'trigger points' and next steps. 

4. Introduce return-to-work interviews 

Return-to-work conversations are a valuable tool to: 

• Welcome staff back and ensure they're fit to return. 
• Understand the root causes of absence. 
• Gather any required documentation. 
• Offer support if recurring absence trends are identified. 

These should be informal and supportive, not disciplinary in tone. 

5. Use triggers to flag recurring absence 

Many organisations set a 'trigger point' - e.g. three separate absences in six months - after which they will:

• Invite the employee for an attendance review. 
• Discuss any underlying issues. 
• Offer reasonable adjustments where appropriate. 

Formal steps (such as written warnings) should only be taken when genuine concerns arise and always in line with employment law. 

Supporting employees through absence 

Where recurring sickness is genuine, employers must be mindful of:

• Chronic health conditions or disabilities that may require adjustments under the Equality Act.

• Mental health support and access to EAPs or occupational health.

• Flexible working options to aid recovery and work-life balance.

Offering support shows empathy and helps employees reintegrate successfully, improving morale and retention.

Ensure you always provide support when it is needed

Sick leave is a very sensitive issue and needs to be handled with care by HR teams. Absence management methods should not make staff feel punished for being unwell.

In the majority of cases, employees’ reasons for taking sick leave will be genuine - in which case, the best way to get them back to work is to support and encourage them. After identifying an employee’s recurring sick leave and reviewing their attendance with them you should consider:

• Special circumstances such as disability or an ongoing medical condition.
  
  
• Support you can offer such as workplace adaptations or referral to external services.
  
  
• Regular one-to-one reviews and PDPs (personal development plans) to discuss the employee’s progress.

Throughout this process, it is important to always remember that people cannot help being unwell, but instead you should let them know this is purely a formality and that they are not being punished.

How Sellick Partnership can help

Whether you're seeking temporary cover during periods of absence or long-term support from HR experts, we're here to help. 

We partner with organisations across the public, private and not-for-profit sectors to: 

• Provide interim cover for a number of professional services disciplines. 
• Support HR teams with absence-related recruitment planning. 
• Offer insights into diversity, equity and inclusion, wellbeing and staff retention strategies. 

Contact us to discuss your needs or visit our employer resources page for more insights.