Sick leave policy UK: a practical employer guide

Set out who an employee should contact, the normal deadline and what happens if that person is unavailable. Ask for the first day of absence, whether a shift has already been worked and an estimated return where the employee can give one.

Avoid making access to sick pay depend on an inflexible reporting form or an in-person conversation. GOV.UK says you cannot insist an employee reports sickness in person or on a special form. Plan an alternative where someone is in hospital or otherwise unable to contact you.

Explain SSP eligibility using the rules in force from 6 April 2026: payment can start on the first full working day and there is no lower earnings threshold. The amount depends on average earnings and the statutory weekly cap. Link your policy to the current rate instead of leaving an old tax-year figure in a handbook.

If you offer company sick pay, explain the allowance, any service requirement, how previous absences count and whether the amount includes SSP. Give payroll the same policy version employees receive so that expectations and payments agree.

Use self-certification for the first seven calendar days. A fit note can be requested when the absence lasts longer than seven consecutive days, including weekends. Record the period covered and any suggested workplace support.

On return, arrange a private conversation about how the person is feeling, any ongoing restrictions and the next check-in. An attendance score should prompt a conversation, not decide an outcome by itself. Consider disability-related adjustments before applying a standard trigger.