How should pregnancy or disability-related absence be handled?

Pregnancy-related absence should be kept separate from ordinary attendance action. For disability-related absence, consider reasonable adjustments to the role and to the absence process itself before deciding what is fair.

Free UK sickness absence policy template

Use the template

Draft your sickness policy

Replace every square-bracket prompt. Keep the policy practical enough for a manager to follow and specific enough for an employee to know what happens next.

Editable sickness absence policy

Sickness absence policy

1. Purpose and scope

This policy explains how [organisation name] supports people who are unwell, records absence and handles attendance concerns fairly. It applies to [employees / workers covered].

Policy owner: [name or role]
Reporting contact: [name, role or route]

2. Reporting sickness

Tell [contact] by [time] on the first day you are unable to work. If you cannot make contact yourself, ask someone to do so where possible.

Give the expected length of absence, a way to stay in touch and enough information to understand any immediate work or safety issue. You do not need to share more medical detail than the organisation reasonably needs.

If you are off sick for 7 calendar days or less, use [self-certification route]. For more than 7 calendar days, provide a fit note as soon as reasonably possible. A fit note that says you may be fit for work starts a discussion about possible changes; it does not guarantee that every suggested change can be made.

3. Contact during absence

You and [manager / contact] will agree useful, proportionate contact. For longer absence, this may include an agreed date for an update and a discussion about support or a return to work. Contact should not become pressure to work while unwell.

4. Sick pay

Contractual sick pay: [set out the rule or state that none is offered].

For sickness beginning on or after 6 April 2026, eligible employees receive Statutory Sick Pay from the first full qualifying day. There is no lower earnings threshold. The weekly amount is the lower of 80% of average weekly earnings or the current statutory flat rate.

Payroll will use current HMRC guidance for eligibility, linked absences, qualifying days, average weekly earnings and the 28-week maximum. Payroll will use the current rate rather than a figure written into this policy.

5. Recurring or long-term absence

The organisation reviews patterns in context rather than treating a numerical trigger as an automatic outcome. A review may consider the reason and timing of absence, support already offered, impact on the role and whether medical or occupational-health advice would help.

Pregnancy-related absence is recorded separately from ordinary attendance action. Disability-related absence and any disadvantage caused by the process will be considered alongside the duty to make reasonable adjustments.

6. Review points

A review may be arranged when [describe fair, non-automatic review points]. Before the meeting, the employee will be told the purpose and the information being considered.

The meeting is an opportunity to understand the absence, check support, consider adjustments and agree next steps. No review point creates an automatic warning or dismissal.

7. Returning to work

After absence, [manager / contact] will hold a proportionate return-to-work conversation. This can confirm the dates, check whether support or adjustments are needed and correct the absence record.

A phased return or temporary change should state the duties, hours, pay treatment, review date and what happens next.

8. Capability and conduct

Ill health, inability to perform a role and deliberate failure to follow a reasonable reporting process are different issues. The organisation will identify which process applies and investigate fairly before taking formal action.

Dismissal for capability is a separate formal decision and a last resort after support, adjustments, medical evidence and alternatives have been considered where relevant.

9. Health information

Sickness and health information is handled as sensitive personal information. Access is limited to roles that need it for a stated purpose. Managers receive only the detail they need to support the person and manage work.

Health records are kept in [approved location], separate from general access where practical, for [reviewed retention period]. Medical information will not be requested or shared without a lawful basis and the required process.

10. Questions and review

Raise questions with [name or role]. We review this policy after a relevant legal or working-practice change and at least every [period].

Policy version: [version]
Approved by: [name or role]
Approval date: [date]
Next review: [date]

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Make it yours

Build a fair process in three steps

Set a clear reporting route, explain support and review, then check pay and privacy against current guidance.

1
Make reporting simple
Name the first-day contact, timing, self-certification route and fit-note process without asking for unnecessary medical detail.
2
Separate support from sanction
Describe contact, return-to-work conversations, adjustments and review points. Avoid automatic outcomes based on a score alone.
3
Check pay and privacy
Use the post-April 2026 SSP rules and current rate, then limit health-information access to people with a clear need.

Check before you use it

The first-day reporting route and contact are realistic for every shift pattern
Self-certification and fit-note wording uses the 7-calendar-day rule
SSP wording reflects the rules in force from 6 April 2026 without fixing a cash rate
Pregnancy and disability-related absence are handled without an automatic trigger
Return-to-work, phased-return and adjustment decisions name an owner and review point
Access to health information is limited, documented and consistent with the privacy notice

A policy does not decide an individual case

Long-term illness, disability, pregnancy, medical evidence and capability can change the fair process. Use the policy as a route through the facts, not as an automatic trigger for warning or dismissal, and take advice where the decision carries material risk.

Put the process in one place

Keep the absence record clear

HollyHR records sickness dates and keeps supporting documents with the person's record. It does not give medical advice or decide capability, conduct or adjustments.

See sickness absence in HollyHR

Questions

Questions about sickness policies

Guidance behind this template

HMRC: sickness absences spanning 6 April 2026Check the new SSP entitlement, first-day and percentage-rate rules.Acas: absence from workCheck fair absence handling and support for recurring or long-term absence.Acas: fit notes and self-certificationCheck when self-certification ends and a fit note may be needed.ICO: workers' health informationCheck purpose, access, transparency and security for health information.

When is SSP payable for sickness starting after 6 April 2026?

For eligible employees it is payable from the first full qualifying day. The lower earnings threshold and waiting days no longer apply. The weekly rate is the lower of 80% of average weekly earnings or the current statutory flat rate.

When can an employer ask for a fit note?

An employee can self-certify for 7 calendar days or less. A fit note can be requested when sickness lasts more than 7 calendar days, including weekends and non-working days.

Should an absence score trigger a warning automatically?

No. A score can prompt a consistent review, but the employer still needs to understand the facts, consider disability, pregnancy and other protected circumstances, and follow a fair process before any formal outcome.

Who should see sickness and health information?

Only people who need the information for a stated purpose should have access. Managers usually need practical information about absence, support and work impact, not an unrestricted medical history.

Does HollyHR decide sick pay or capability outcomes?

No. HollyHR records absence dates and supporting documents. Payroll applies the pay calculation, while the employer remains responsible for support, adjustments, evidence and any formal capability or conduct process.

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