Managing Sick Leave: What to Do When Staff Call In Sick

Let’s face it, sick days are unfortunately part of running a business. Whether it’s a cold, the flu, or a suspiciously timed day off, staff absences can be frustrating, especially when you’re managing a small team. But the reality is, people get sick, and you’ve still got a business to run.

So how do you manage employee sick leave in a way that’s fair, efficient, and keeps things moving?

1. Start with a Clear Sick Leave Policy 

A simple, easy-to-understand policy makes all the difference. Your team should know how to report sick days, how much leave they’re entitled to, and what’s expected.

Tip: Make sure your policy is easy to understand. Avoid legal jargon. Keep it clear and practical so your staff know what to do and you’ve got a consistent process to follow.

2. Set Expectations Early  

When onboarding new employees, be upfront about your expectations. Let them know when and how to notify you if they’re unwell, when a medical certificate is required, and how to request time off.

It’s also worth making it clear that while taking time off when genuinely unwell is encouraged, patterns of questionable absences may need to be addressed.

3. Requesting Medical Certificates

Under the Fair Work Act, employees must provide evidence if you request it, even if they’ve only taken one day off. This could be a doctor’s certificate or a statutory declaration, and it must be enough to convince a reasonable person the leave was genuinely needed.

Make this part of your policy: clearly state when you’ll require a medical certificate (e.g. after one or two days off, immediately prior to or following a public holiday / long weekend, or if a pattern starts to form), and how it should be submitted.

This isn’t about being heavy-handed and 'unsympathetic', it’s about having the right safeguards in place to protect your business and treat all staff fairly.

4. Be Fair and Empathetic

Your employees will be off sick at some time or another, that’s a given. How you handle it can make a big difference.

Compassion goes a long way. A simple “Hope you’re feeling better soon” shows you care and helps build trust.

Balancing business needs with empathy helps create a workplace where people feel respected, and are more likely to do the right thing in return.

5. Keep Accurate Records

Make sure you always track sick leave. Record who was off, for how long, and whether a certificate was provided.

This helps you stay compliant and accurately track your employees personal leave entitlements, identify any patterns to ensure your team isn't taking advantage of their sick leave, and handle any issues consistently and fairly.

6. Managing Sick Leave to Minimise Disruption 

One-off absences are manageable, but repeated sick days can create gaps and start to cause disruption.

• Cross-train staff so others can step in if needed.

• Keep track of your employees' workload and distribute it fairly if someone is away.

• Offer flexible work arrangements when possible to help sick employees recover without needing to take full days off.

  
  

Tip: If appropriate, allow staff to work reduced hours or from home to ease back in.

7. When Sick Days Become a Concern 

If absences start to raise red flags, have a private, respectful conversation. Avoid jumping to conclusions, but instead just check in and see if there’s something else going on. Perhaps they’re dealing with something personal which is having an effect on their work.

If the leave doesn’t seem legitimate or becomes excessive, you may need to request medical evidence or issue a formal warning. But always start with a calm, open discussion.

8. Create a Culture of Accountability  

Sick days should be a support system for employees when they genuinely need it, and not seen as an extra few days off to extend annual leave allowances. Encouraging accountability can help your team respect the policy and use sick leave responsibly. 

Start by leading by example and setting clear expectations. Show your team that you value their health and well-being, and you’ll build a culture where they feel comfortable taking time off when needed, but also understand the responsibility that comes with it. 

Final Thoughts 

Sick days are unavoidable, but how you handle them makes all the difference. With a clear policy, a bit of empathy, and some simple systems in place, you can support your team and keep your business running smoothly.

Need help creating a sick leave policy or dealing with excess absenteeism? I can help you put the right tools in place to manage it confidently and fairly. Just get in touch.

Book a free discovery call today. Let’s make managing staff the least of your worries. 

Get in Touch

Need help? Contact us today - sandra@hrconsultingtas.com.au or 0408 408 225  

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