What should you do when an employee keeps calling in sick?

Record the absence and arrange a private conversation about the pattern, possible causes and support. Repeated absence is not proof of misconduct. Apply your policy consistently while considering the employee’s circumstances.

What belongs in an absence policy?

  • Who to contact, when to report sickness and how to keep in touch.
  • Evidence requirements, sick pay and a secure way to record absence.
  • Return-to-work conversations, review triggers and available support.
  • A route to raise concerns if the usual manager is involved.

Keep health information confidential, restrict access and collect only what you need to manage absence and support the employee.

When do you need a fit note?

Employees can usually self-certify for the first seven calendar days. A fit note is normally needed after that. See Acas guidance on fit notes and self-certification.

What are the Statutory Sick Pay rules?

Since 6 April 2026, eligible employees can receive SSP without an earnings threshold and from the first full qualifying day. For 2026/27, the weekly amount is the lower of £123.25 or 80% of average weekly earnings, payable for up to 28 weeks. Contractual sick pay may be higher.

Use GOV.UK’s SSP guidance for current amounts and HMRC’s calculator for qualifying days and linked absences. Absences spanning 6 April 2026 can have transitional rules.

How do you support a return to work?

Agree proportionate contact during absence. On return, discuss readiness, any phased return or adjustments, and when to review support. Occupational health advice, with appropriate consent, can help answer work-related questions. Acas explains return-to-work meetings.

Can absence triggers lead to dismissal?

A trigger should prompt review, not an automatic sanction. Consider the reasons, disability-related needs and reasonable adjustments. If attendance remains a concern, follow a fair absence or capability process, allow a response and take advice before dismissal.

Adept HR can help managers distinguish a support conversation from a formal process and make the absence policy workable. Have your policy, absence record and support already offered ready for the consultation.