Managing sick leave is one of the trickiest parts of running a UK business. Too lenient and you risk abuse; too strict and you risk discrimination claims. This guide covers everything you need to know about sick leave policies, statutory requirements, and best practices.
Rate: £116.75 per week (2025/26 rate — check HMRC for current year).
Duration: Up to 28 weeks.
Waiting days: SSP is not payable for the first 3 "qualifying days" of sickness.
Eligibility: Employee must earn at least £123 per week (Lower Earnings Limit) and be off for 4+ consecutive days (including non-working days).
Many employers offer enhanced sick pay above SSP — this is entirely optional and should be detailed in your sick leave policy or employment contract.
When is a fit note required?
For absences of 7 calendar days or fewer, employees can self-certify — no doctor's note needed. For absences longer than 7 days, employees must provide a fit note (formerly "sick note") from their GP or hospital.
A fit note can say the employee is either "not fit for work" or "may be fit for work" with adjustments (amended duties, altered hours, workplace adaptations, or phased return).
What your sick leave policy should include
Notification procedure — who to contact, by what time, and how (phone, text, email).
Self-certification — how to self-certify for short absences (1–7 days).
Fit note requirements — when one is needed and where to send it.
SSP and company sick pay — what the employee will be paid and for how long.
Keeping in touch — how and when the employer will contact the employee during absence.
Return-to-work interviews — confirming these happen after every absence.
Trigger points — when absence levels will prompt a formal review (e.g., Bradford Factor thresholds).
Long-term sickness — what happens after extended absence, referral to occupational health, and capability procedures.
Return-to-work interviews
A return-to-work interview should happen after every absence, no matter how short. They serve several purposes:
Welcome the employee back and check they're fit to work.
Identify any underlying issues or workplace factors contributing to absence.
Discuss any adjustments needed.
Update the absence record.
Act as a gentle deterrent against casual absence.
Leavely includes built-in return-to-work forms that attach directly to each absence record, creating a complete digital trail.
Using the Bradford Factor for sick leave management
The Bradford Factor(B = S × S × D) helps identify patterns of frequent short-term absence. Common trigger points:
Score
Action
0–49
No action
50–124
Informal conversation
125–399
Formal review meeting
400+
Written warning / further action
Always consider context — disability-related absences should be excluded under the Equality Act 2010.
Free Bradford Factor Calculator
Enter absence spells and total days to instantly calculate a Bradford Factor score with threshold guidance.
