How to create an absence management policy

Managing employee absence can be a tricky balance. On one hand, you want to support your team when they’re unwell or facing personal challenges. On the other, excessive absences can disrupt productivity and affect your bottom line.

That’s where a well-thought-out absence management policy comes in. If you’re an employer in the UK, here’s how to create a policy that’s fair, transparent, and effective.

Why you need an absence management policy

Without a clear policy in place, managing absences can become inconsistent, leading to frustration for both employees and management. A good policy:

• Sets clear expectations on what constitutes an acceptable level of absence

• Ensures employees understand their rights and responsibilities

• Helps managers handle absence-related issues consistently and fairly

• Reduces the risk of legal disputes by ensuring compliance with employment laws

Key elements of an effective absence policy

Clear definitions of absence

Your policy should outline different types of absences, such as:

• Sick leave including both short-term and long-term sickness

• Planned leave, such as annual leave, parental leave, and unpaid leave

• Unplanned absence including emergencies and compassionate leave

• Unauthorised absence, where an employee doesn’t show up without explanation

Absence reporting procedures

Make sure employees know how to report an absence. This should include:

• Who they should inform (their line manager or HR department)

• When they should report it (by a certain time in the morning)

• How they should report it (phone call, email, HR software)

• When they need to provide medical evidence, such as a fit note from a doctor

Return-to-work process

Having a structured return-to-work process can help prevent repeat absences and identify any underlying issues. This could involve:

• A return-to-work interview to discuss any support the employee may need

• Adjustments if necessary, such as flexible working or phased returns

• Reviewing patterns of absence to identify any trends or concerns

Managing persistent absence

If an employee’s absence becomes frequent or prolonged, your policy should outline how you’ll handle it. This might include:

• Keeping open communication and offering support, such as Employee Assistance Programmes (EAPs).

• Setting triggers for formal absence reviews, such as a Bradford Factor score or a set number of absences within a timeframe.

• Potential disciplinary actions if there is no valid reason for excessive absence.

Legal considerations

Your policy must comply with UK employment laws, including:

• Statutory Sick Pay (SSP): Ensuring employees receive at least the legal minimum if they qualify

• The Equality Act 2010: Making reasonable adjustments for employees with disabilities

• Data protection laws: Keeping absence-related information confidential and secure

Making your absence policy work in practice

Train your managers

A great policy is only useful if managers apply it consistently. Provide training so they know how to:

• Handle absence requests fairly

• Conduct return-to-work interviews sensitively

• Recognise when an absence might require additional support rather than discipline

Encourage a supportive culture

Rather than focusing solely on discipline, promote a culture where employees feel supported. This could include:

• Flexible working options to prevent burnout

• Wellbeing initiatives to reduce stress-related absences

• Open communication channels for discussing health concerns

Regularly review your policy

Laws change, and so do the needs of your workforce. Review your policy annually and get feedback from employees to ensure it remains effective and fair.

Get help creating an absence management policy for your business

Absence is a part of working life, but with the right approach and support, it doesn’t have to be a headache.

BrightHR offers a complete HR document library with customisable absence management policies that cover sick leave, unplanned absences and planned leave. Plus, with 24/7 HR and employment law advice you can rest assured that your policy will be in line with the law.

Learn more about our HR document library today! And remember a well-structured absence management policy helps create a fair and productive workplace while ensuring employees feel valued and supported.

If you haven’t reviewed your policy in a while, now’s the perfect time to give it a refresh. Your business—and your employees—will thank you for it!