Guide · UK
Managing sickness absence in a small business
Updated for 2026 · 6 minute read
Sickness absence is normal. A clear, consistent process protects the business and treats staff fairly. Here's what UK small employers need in place.
Self-certification vs fit notes
For the first 7 calendar days off sick, employees can self-certify. From day 8 onwards, they need a fit note ("Statement of Fitness for Work") from a GP or approved healthcare professional. Weekends and days they wouldn't normally work still count towards the 7 days.
Statutory Sick Pay (SSP)
SSP is paid from the 4th qualifying day of sickness — the first three are "waiting days". Employees must earn at least the Lower Earnings Limit on average to qualify. SSP runs for up to 28 weeks. Many employers offer enhanced company sick pay on top; whatever the policy, it should be written down.
Reporting sickness
Publish clear rules on who to notify, by when, and how (call, message, form). Then apply them consistently — an inconsistently-enforced rule is worse than no rule at all. Record every absence at the time it happens; back-filling weeks later leads to disputes.
Return-to-work conversations
A short, informal chat on the first day back — 5–10 minutes — is the single highest-leverage habit in absence management. It signals that absences are noticed, gives the employee a chance to flag anything ongoing, and creates a small documented moment for the file.
Bradford Factor: useful, not a verdict
The Bradford Factor scores absence patterns by penalising frequency more than length: spells² × total_days. Five one-day absences score 125; one five-day absence scores 5. It's a useful flag for a conversation, not an automatic trigger for disciplinary action — underlying causes (childcare, chronic conditions, disability) always matter first.
Long-term absence
For absences of 4+ weeks, stay in touch (at an agreed frequency), consider an occupational health referral, and plan a phased return where the fit note suggests one. Under the Equality Act 2010, adjustments for disability aren't optional — build them into the return plan.
Track it in one place
Leavo records every sickness spell, calculates Bradford Factor scores automatically, and prompts return-to-work conversations. Managers see patterns early; HR gets a clean audit trail without a spreadsheet.