How to handle sickness absence fairly as a small employer
Sickness absence is one of the hardest things to get right in a small team, because the commercial pressure is real but so is your duty to treat people fairly. A consistent approach protects both.
Have a simple absence process everyone knows
Set out how people should report absence, who they tell and when. A short, written process applied consistently is worth far more than a long policy nobody follows. Make sure managers know it too.
Separate short term and long term absence
Frequent short absences and one long absence need different handling. For repeated short spells, look for patterns and hold return to work conversations. For long term absence, keep in touch sensibly and focus on understanding the situation and likely timescales.
- Short term: return to work chats, fair trigger points, consistent review.
- Long term: regular contact, medical information where appropriate, options for support.
Hold supportive return to work conversations
A brief conversation when someone returns shows you noticed, helps spot any underlying issue and keeps records accurate. Keep it supportive rather than accusatory. The aim is to understand and to help people stay well at work.
Take extra care where health conditions are involved
Some absence is linked to a condition that may count as a disability. In those cases you may need to consider adjustments and take extra care before any formal action. If you are unsure, pause and take advice rather than pressing ahead.
Common mistakes to avoid
- Applying trigger points rigidly with no judgement.
- Avoiding the conversation until frustration boils over.
- Treating absence linked to a health condition like ordinary absence.
- Keeping no records of contact or return to work chats.
When to get HR support
Handle routine absence in house. Get advice when the situation is more complex or higher risk.
- Absence may be linked to a disability or pregnancy.
- You are considering formal action or dismissal on health grounds.
- Long term absence has no clear end in sight.
- You are not sure whether to ask for medical information.
Want your managers to handle situations like this with more confidence? See our HR training.
Last reviewed: 19 June 2026. Review before publishing Sick pay rules, statutory rates and disability duties come from current law and change over time. Confirm the figures and obligations before relying on them.
This article is general guidance for employers. It is not a substitute for tailored HR or legal advice for your particular situation.
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Common questions
It is possible in some cases, but only after a fair process and usually as a last resort. The right approach depends on the type of absence, the impact on the business and whether a health condition is involved. Take advice before acting.
For longer absences a fit note is normal. For very short absences, self certification is usual. Avoid demanding evidence in a way that feels heavy handed for a one off day.
A short, informal chat when someone comes back, to check they are well, update records and pick up any support they need. It is good practice, not a disciplinary step.
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