Sick Pay & Sickness Absence Policy

This policy explains what you need to do if you’re unwell, what evidence we may ask for, and how sick pay works. It applies to all employees (including probation), unless your contract says otherwise.

1) Reporting sickness

If you’re unable to work due to illness or injury, you must tell your line manager (or a director) as soon as possible on the first day of absence.

  • Our normal expectation is that you notify us before 9:00am (or before your usual start time), where reasonably practicable.
  • If you cannot notify us by then (for example, due to a medical emergency), you must notify us as soon as you’re able.
  • When you contact us, please include: (a) the reason for absence, (b) when it started, (c) the likely duration (if known), and (d) any urgent handover items.

Employers can set a notification time limit (or the default time limit is 7 days if none is set). GOV.UK

2) Keeping in touch

You must keep us reasonably updated while you’re off sick (for example, if your expected return date changes). Your line manager may check in periodically to support you and plan work.

3) Evidence: self-certification and fit notes

  • If you are off sick for 7 calendar days or less, you do not need a fit note. We may ask you to confirm the dates/reason when you return (self-certification).
  • If you are off sick for more than 7 calendar days in a row (including weekends/non-working days), you must provide a fit note from an appropriate healthcare professional.

4) Sick pay

We provide sick pay in line with Statutory Sick Pay (SSP) rules as a minimum (where you qualify). SSP:

  • is paid for qualifying days (usually the days you normally work), which should be agreed between employer and employee.
  • normally starts after waiting days (the first 3 qualifying days).
  • is subject to eligibility rules set by law and may change from time to time.

Any enhanced company sick pay (if offered) will be set out in your employment contract or confirmed to you separately in writing, and may be amended from time to time.

5) Medical appointments

Where possible, routine medical/dental appointments should be arranged outside working hours. If that isn’t possible, speak to your line manager in advance. We may ask for evidence of appointments.

6) Frequent or long-term sickness absence

If sickness absence becomes frequent or long-term, we may:

  • request a welfare meeting / return-to-work meeting;
  • ask for medical advice (for example, via an occupational health referral); and/or
  • consider reasonable adjustments where appropriate.

7) Misuse and disciplinary action

If we believe sickness absence or sick pay is being abused or misrepresented, it may be investigated and could lead to disciplinary action.

8) Questions

If you have questions about this policy or sick pay, contact your line manager or a director.

If you tell me whether you only pay SSP (most common for small studios) or you want to offer a small enhanced element (e.g., “up to 5 paid sick days per year”), I’ll tailor section 4 so it exactly matches your intended offer and doesn’t create accidental commitments.

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