Date
18 September 2025Updated
18 September 2025
3 min read
When an employee reports sickness, it can trigger a series of practical and legal considerations for employers.
Handling sickness absence appropriately is not only about keeping the business running smoothly, but also about meeting legal obligations and maintaining a supportive workplace culture - ignoring the proper procedures can increase risk on several fronts.
First Steps for Employers Regarding Absence and Sick Notes
Who and How Should Absence be Reported Within an Organisation?
In most organisations, line managers or members of the HR team are the first point of contact when an employee phones in sick. Whoever receives the call should be trained in the organisation’s reporting procedure and in how to deal sensitively with employees. Striking the right balance between support and fact-finding is important - managers need enough information to decide whether follow-up action is required, while also showing understanding of the employee’s potentially sensitive situation.
My Employee Has Called in Sick. How Do I Manage It?
It is usually appropriate to ask about the reason for the absence and the likely return date. This helps assess the impact to the business, such as whether cover is needed, and whether any underlying issues may need to be addressed. For instance, a single absence for flu may not raise concerns, but repeated absences for similar reasons might warrant further discussion about medical support or workplace factors contributing to ill health.
A frequently encountered issue is that employees report sickness absence incorrectly – either to the wrong person or by the wrong means (texting or emailing as opposed to calling). It is vital that periodical reminders are sent to staff regarding the expected procedure, flagging that failing to adhere to this could be considered a disciplinary issue. It is often useful to explain that calling in, whilst sometimes less practical than emailing, is often important to do from a safeguarding perspective.
Supporting Employees Absence Who Have Health Conditions
If an employee is taking frequent time off and no underlying health condition has been disclosed, managers should have a conversation to understand the cause of the problem and to explore whether adjustments can be made. Creating an open and supportive environment often helps employees feel more comfortable discussing health conditions or disabilities. This, in turn, creates a more productive and less disrupted environment.
When Can an Employer Request a Fit Note?
For absences of seven calendar days or less self-certification can be completed by the employee. Fit notes are required for longer absences, and these should be issued by a healthcare professional.
While employers may generally decide what medical evidence they require, they cannot insist on a fit note within the first seven days for statutory sick pay purposes. After that, a fit note is usually sufficient, unless there are strong grounds to question its validity. For longer absences, employers may also seek further medical evidence, such as an occupational health assessment.
Fit Notes Guidance for Employers
Fit notes replaced the old ‘sick notes’ in 2010. They can either state that an employee is ‘not fit for work’ or ‘may be fit for work’. The latter option allows healthcare professionals to suggest adjustments, such as reduced hours or amended duties, that could help the employee return sooner. This places the onus on employers to consider whether adjustments are feasible – something they should consider carefully.
Since July 2022, a wider range of professionals including nurses, physiotherapists, occupational therapists and pharmacists can issue fit notes in addition to doctors.
UK Fit Note System Reform 2025
The fit note system is under review. In late 2023, the government announced plans to consult on reforms designed to improve the process. These include trialling new approaches such as better triage, referral points for specialised support, and a redesigned fit note form. The first pilot service under these reforms began in April 2025.
Employers should keep an eye on these developments, as changes could affect how sickness absence is managed in future.
Sickness absence is an inevitable part of working life, but managing it effectively requires a balance of empathy, procedure, and compliance. By understanding the rules on fit notes, and by fostering a supportive culture, employers can protect their business while also supporting the wellbeing of their staff.
If you have any questions about sick notes or managing sickness absence generally, please get in touch with our dedicated team of employment lawyers.
