Guide to reducing sickness absence

Guide to Reducing sickness absence

Overview

Managing sickness absence effectively is essential for maintaining productivity, supporting employee wellbeing, and managing the financial impact of absence across the organisation.

From April 2026, statutory sick pay (SSP) is payable from the first day of sickness absence. This represents a significant change from the previous rules, where SSP was not payable for the first three waiting days. As a result, employers may see increased costs associated with short-term sickness absence.

This guide provides managers with practical steps to reduce avoidable absence while ensuring employees who are genuinely unwell are supported appropriately.

Consistency is Essential

The most effective way to manage absence is through consistent application of company policies and procedures. Employees should clearly understand how sickness absence is managed and what is expected of them when they are unable to attend work.

HR should ensure that absence procedures are consistently applied across all departments and that expectations are regularly communicated to employees.

Role of Managers

Managers play a key role in maintaining good attendance levels and identifying potential absence issues early.

• Ensure employees follow sickness reporting procedures.
• Require employees to call in personally when reporting sickness.
• Conduct return-to-work meetings after every absence.
• Monitor attendance records for emerging patterns.
• Raise concerns promptly where absence levels increase.

Return-to-Work Meetings

Return-to-work meetings should take place after every period of sickness absence. These discussions provide an opportunity to confirm the employee is fit to return, identify any underlying issues, and reinforce attendance expectations.

Consistent return-to-work interviews are one of the most effective tools for reducing avoidable short-term absence.

Monitoring Absence Patterns

Managers should regularly review absence data to identify patterns that may indicate avoidable or non-genuine absence.

Examples include:

• Repeated single-day absences
• Absence on the same weekday
• Absence before or after weekends
• Absence before or after annual leave
• Repeated short-term illnesses
• Failure to follow reporting procedures

Attendance Thresholds

Managers should review absence where employees reach agreed thresholds. Typical examples include:

• One day of absence per month
• More than two days of absence within a quarter
• Six days of absence within a rolling twelve-month period
• Multiple single-day absences

Where thresholds are reached, managers should meet with the employee to discuss attendance and identify any underlying issues.

Managing Attendance Concerns

Where absence patterns raise concern, employers may take additional steps to manage attendance appropriately.

• Requiring medical evidence for future absences.
• Requesting medical notes even for short-term absences.
• Referring the employee to Occupational Health.
• Seeking consent for a GP medical report where appropriate.

These steps should always be discussed with HR to ensure consistency and fairness.

Maintaining Contact During Absence

Employees should call in personally when reporting sickness absence. Where contact is not made, managers or HR should make contact to check on the employee’s wellbeing and confirm the reason for absence.

This approach supports employee wellbeing while also ensuring appropriate monitoring of absence.

Supporting Wellbeing

Employers should ensure employees have access to appropriate wellbeing support where needed.

• Employee Assistance Programmes (EAP)
• Wellbeing check-ins during longer absences
• Occupational Health support

Promoting Good Attendance

Organisations may also encourage attendance through positive initiatives.

• Regularly sharing absence levels during company meetings.
• Promoting wellbeing initiatives.
• Attendance recognition or bonus schemes where appropriate.

Conclusion

The introduction of SSP from day one of absence increases the importance of managing sickness absence effectively. By consistently applying absence procedures, monitoring attendance patterns, and addressing concerns early, organisations can reduce avoidable absence while supporting employee wellbeing.