Managing long-term sickness absence is one of the most sensitive challenges any employer will face.
When a valued team member is away for weeks or even months, it creates a ripple effect not only for the individual’s wellbeing, but also for colleagues carrying extra workloads and for the organisation’s overall performance.
In this guide, I’ll walk you through best practices for navigating long-term sickness absence, from supporting employees and safeguarding morale to hiring skilled temp workers who can step in immediately when needed.
What Counts as Long-Term Sickness Absence?
So, how long is long-term sickness?
According to the UK government, a sickness absence is considered long-term once it lasts more than four consecutive weeks.
It covers both physical and mental illness, such as:
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Chronic health condition
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Pregnancy-related sickness
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Recovery from surgery
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Burnout, anxiety or depression
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Severe injuries from accidents
Employer Responsibilities and Legal Frameworks
When an employee takes long-term sick leave, employers have the responsibility to manage the situation fairly, legally and with empathy.
This means balancing the needs of the business with the rights and wellbeing of the individual.
Employers must:
Maintain Contact and Support
Stay in touch with the employee throughout their absence. Communication should be regular but sensitive, focusing on support rather than pressure. This helps employees feel connected while also keeping you updated on their recovery.
Respect the Employee’s Rights
Eligible employees are entitled to Statutory Sick Pay (SSP) for up to 28 weeks. As of 6 April 2025, the weekly rate is set at £118.75.
Employees also accrue statutory holiday entitlement (5.6 weeks per year in the UK) while off sick. They have the right to carry over unused statutory holiday if illness prevents them from taking it during the leave year.
Explore Reasonable Adjustments
If the illness qualifies as a disability under the Equality Act 2010, employers must make reasonable adjustments to support the employee’s return to work.
Examples include flexible hours, remote working, reduced duties or providing special equipment.
Maintain Confidentiality
Medical information must always be treated as sensitive data. Handle it in compliance with UK GDPR and only share details on a need-to-know basis, with the employee’s consent where possible.
Implement a Phased Return to Work Plan
When the employee is ready to return, consider a phased plan. This might involve reduced hours or lighter duties at first, with gradual progression back to their full role.
A structured plan helps employees reintegrate successfully and reduces the risk of relapse.
Follow a Fair Dismissal Procedure
If, after medical advice and consultation, it becomes clear that the employee cannot return to work, dismissal due to illness may be lawful.
However, this must only be done after:
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Exploring all reasonable adjustments
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Considering redeployment opportunities
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Following a documented, fair process
Failing to do so risks claims of unfair dismissal or discrimination.
Managing Your Team During Long-Term Sickness Absence
When a colleague is away for an extended period, the impact isn’t limited to the individual. The rest of the team often feels the pressure of extra workloads, shifting priorities and uncertainty.
Employers need to manage this carefully to protect morale, prevent burnout and ensure the business continues to run smoothly.
Redistribute Tasks and Responsibilities
One immediate step is to redistribute essential tasks across the team. This should be done fairly and with transparency, so no single employee feels overburdened.
Clear communication is vital – colleagues need to understand which tasks are temporary, how priorities may shift and where they can seek support.
If you’re unsure how to delegate effectively without creating confusion, you may find our guide on how to delegate tasks to an assistant a useful resource.
Hire a Temporary Employee to Cover
If the workload becomes too heavy to redistribute internally, hiring temporary staff is often the most effective solution.
Here are some benefits of bringing in a temp:
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Immediate impact: A skilled temp can step in quickly, keep workflows moving and provide cover until the absent employee returns.
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Flexibility: You can hire someone on a part-time, freelance or rolling contract depending on how long the absence is expected to last.
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Cost efficiency: You only pay for the work you need, without the long-term commitment of a permanent hire.
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Protecting team morale: Showing your team that you’re not leaving them to cope alone helps maintain trust and productivity.
Consider partnering with a temp staffing agency like Oriel Partners to make the process seamless. With access to a pool of high-calibre candidates, a temp agency can help you find the right fit at short notice.
Decide the Long-Term Step
Conduct regular catch-ups to check in on the employee’s recovery and review medical evidence.
Based on the medical review, you have several options:
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If the return date is clear and imminent: Start preparing a phased return-to-work plan, with any reasonable adjustments that may be required.
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If the return date is unclear: Extend temporary cover and set review points to reassess the situation, keeping communication open but supportive.
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If full recovery is unlikely: Explore redeployment opportunities and consider adjusting duties or hours to match the employee’s capabilities.
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If a return is not possible: After exhausting all options, follow a fair dismissal process based on medical evidence, consultation and legal guidance.
For scenarios where the absent employee is unable to return to work, you may decide to transition the temp staff into a permanent hire, as long as the person has proven to be an excellent fit for the team.
Best Practices for Managing Long-Term Sick Leave Absences
Here’s how you can prevent workplace chaos due to long-term sickness absence, or at least prepare better if it happens again:
Create a Sick Leave Policy
If you haven’t already, you should create a written sick leave policy to set expectations for both employees and managers.
The policy must outline:
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Reporting requirements
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Documentation needed (including fit notes)
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Pay entitlements (SSP + contractual)
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Dismissal procedures
Provide Wellness Support
Investing in employee wellbeing reduces the likelihood of long-term absences due to stress and mental illness.
This could include Employee Assistance Programmes (EAPs), access to counselling and initiatives that promote work-life balance. When staff feel supported, they’re more likely to address health issues early before they escalate.
Partner With a Temp Agency
Building a close relationship with a trusted temp agency means you can secure skilled workers quickly during unexpected absences.
Read our guide on how to use a temping agency effectively to secure reliable temp staff.
Frequently Asked Questions
Do employees need to provide medical evidence for long-term sickness absence?
After the first seven days of self-certification, employees must provide a fit note from their doctor to continue receiving sick leave. If an employee remains absent, new fit notes will be needed throughout the absence period.
Fit notes will either confirm that the employee is not fit for work, or that they may be fit if certain adjustments are made (such as reduced hours or lighter duties).
How often should I contact an employee on long-term sick leave?
There are no strict rules. Contact should be regular and supportive, but not excessive. Many employers agree to a check-in schedule early on (e.g. every few weeks), ensuring the employee feels supported without being pressured to return before they’re ready.
How often are absence review meetings?
Absence review meetings are usually held around the four-week mark and then at regular intervals depending on the employee’s condition and prognosis.
These check-ins allow employers to review medical evidence, discuss recovery progress and plan any workplace adjustments needed.
Can long-term sickness absence lead to discrimination risks?
Yes. Treating an employee unfavourably because of a disability, pregnancy-related sickness, or chronic health condition could amount to discrimination. Employers must be careful with absence policies that unintentionally disadvantage employees with health conditions.
What are long-term sickness employment rights in the UK?
Employees on long-term sick leave are entitled to Statutory Sick Pay (SSP) for up to 28 weeks, annual leave accrual, protection from discrimination and fair dismissal rights, including contractual notice pay.
Partner With a Temp Agency for Fast Cover During Absence
Oriel Partners is a specialist temp recruitment agency supporting London’s most ambitious businesses.
Whether you need a PA, EA or admin support professional, we provide pre-vetted candidates who can step in immediately and keep your operations running smoothly.
Explore how we can help you hire temp staff today and discover how we can be your reliable hiring partner during unexpected absences.
