Sickness absence and employer communications

During sickness absence, agree how contact will work and what information the employer needs about fitness for work. Silence can leave practical questions unresolved, while frequent unplanned calls may make recovery or participation harder.

Distinguish absence reporting from medical discussion

Follow the notification procedure and provide required certification. Acas explains the role of self-certification and fit notes in sickness absence. ^[1] Tell the employer if obtaining a document is delayed and when an update is expected.

You can describe functional restrictions and likely review dates without sending a complete medical history to a team mailing list. Ask who will receive health information and how an occupational health referral will be handled.

Agree purposeful contact

Specify the contact person, method and approximate frequency. Clarify whether a call is a welfare check, a return-to-work discussion or a formal capability meeting. If health affects your ability to attend, explain the difficulty and possible adjustments instead of assuming every meeting must either proceed unchanged or be cancelled indefinitely.

On returning, record phased hours, temporary duties and the review point. Adjustments may help address an ongoing disability-related barrier; disciplinary meeting preparation is relevant if the employer proposes a separate formal process. Check sick pay against the current rules and contractual scheme.

Confirm the absence notification arrangement Check whom to contact, by what method and when an absence must be reported. If illness prevents you following the usual method, explain that as soon as practicable and ask about an alternative. Keep the date and substance of the notification. A message to a colleague may not reach the manager or payroll team responsible for recording absence, so obtain acknowledgement where possible. The aim is to establish a reliable contact record without requiring repeated descriptions of sensitive symptoms to several people across the workplace.

State what is currently known about the likely duration and the next review, rather than promising a return date that has not been medically considered. If a certificate or appointment is delayed, tell the employer the reason and when you expect an update. Acas explains self-certification for the first seven calendar days and fit notes for longer absence. ^[1] Calendar days include weekends and non-working days. Keep copies of documents supplied and the period they cover so a missing date or administrative misunderstanding can be corrected promptly.

Agree contact that has a defined purpose Ask who will be the main contact and whether updates will be by telephone, email or another suitable route. Agree a reasonable frequency that reflects the circumstances, with scope to change it if health or the expected return date changes. Distinguish routine welfare contact from a meeting that may affect employment. If a call is becoming difficult, explain the practical problem and propose an alternative. Silence and repeated unexpected calls can both obstruct useful communication; a clear arrangement helps each side know what to expect.

For a formal meeting, request the purpose, relevant documents and possible outcomes. If health affects participation, explain the adjustment or medical input needed rather than assuming that the meeting must proceed unchanged or be postponed indefinitely. The ability to undertake ordinary duties and the ability to participate in a particular discussion are different questions. Keep correspondence about alternative formats, breaks or representation. If the employer proposes to proceed without you, seek timely advice using the invitation, health-related participation information and the history of attempts to arrange the meeting.

Check sick pay against current and contractual rules Ask payroll to identify statutory sick pay and any additional contractual scheme separately. From 6 April 2026, the statutory waiting period and lower earnings limit were removed under the current reform timetable. [2] Other eligibility and calculation questions still need checking. An old policy referring to payment only from the fourth day should therefore be queried against the dates and current rules. Do not assume that approval of absence guarantees full salary throughout, or that the end of enhanced pay necessarily means all statutory entitlement has ended.

Request a calculation where pay changes and identify the period, rate and reason. If a deduction or unpaid period is disputed, keep the payslip and absence record together. Explain any overlap with holiday or family leave so payroll does not apply an incorrect category. A fit note supports the fitness-for-work record but does not itself explain every pay calculation. If the employer says a document is missing, ask precisely which period or requirement remains unresolved and provide the relevant evidence through the agreed confidential route.

Prepare a return based on actual tasks Before returning, discuss the duties, hours and environment you will encounter and any relevant recommendations. A phased return should specify its duration, pay treatment, tasks and review date. If equipment or a working change is required, confirm who will arrange it and what happens if it is not ready. Avoid relying only on a general statement that you will take things slowly. A practical plan helps the manager understand the agreed limits and gives you a clear point at which to raise difficulties or request review.

After return, record whether the arrangement works and any change in symptoms affecting the agreed tasks. A disability-related adjustment may need continuing consideration beyond a short phased return. Keep health information proportionate and ask that operational instructions are shared without unnecessary diagnosis details. Where absence triggers a capability or disciplinary process, identify the separate procedure and seek advice on the actual decision proposed. The communication file should show reporting, certification, pay questions and return arrangements distinctly, so a disagreement in one area does not obscure progress or evidence in the others.