Sickness absence

In plain English

Sickness absence is any time an employee can't work because of ill health. UK absence management broadly splits it into two categories — short-term (a few days, self-certified) and long-term (extended absence, fit-note backed). Each is managed differently.

Short-term absence

Up to seven calendar days. Covered by self-certification. Statutory Sick Pay starts on the fourth consecutive day of absence (the first three are unpaid "waiting days" for SSP, though many employers pay them under company sick pay).

Frequent short absences trigger absence-management policies — informal conversations, return-to-work interviews, Bradford Factor reviews.

Long-term absence

Beyond seven days, requires a fit note from a doctor, nurse, occupational therapist, pharmacist, or physiotherapist. SSP can run for up to 28 weeks of qualifying absence.

Long-term absence often involves:

• Regular keep-in-touch contact
• Occupational health referral
• Reasonable adjustment discussions if disability-related
• Phased return planning

Recording

Employers must keep accurate sickness records: dates, reasons, evidence (self-certs, fit notes), payments made. SSP records must be kept for at least three years from the end of the tax year.

Discrimination overlap

Sickness absence linked to a disability is a separate legal area. Disability under the Equality Act 2010 triggers a duty to make reasonable adjustments, and absence policies often need to be applied differently to avoid disability discrimination claims.