How do I deal with an employee who keeps taking sick days?

How do I deal with an employee who keeps taking sick days but always looks fine on Instagram?

This is a question we get asked a lot, and it’s one that comes up regularly for employers and managers navigating absence management in the modern, social‑media‑driven workplace.

An employee calls in sick, but later that day (or week) they appear perfectly well on Instagram. Understandably, this can feel frustrating, unfair on the rest of the team, and even suspicious. However, how you respond is critical – both from a legal and a people‑management perspective.

Below, we outline a sensible, compliant approach that protects your business while remaining fair and supportive to your employee.

1. Start with process, not assumptions

The most important principle is this: follow your process.

Social media rarely shows the full picture. Someone may be fit enough to post a smiling photo but still be genuinely unfit for work – physically or mentally. Jumping to conclusions based solely on Instagram can quickly lead to unfair treatment or legal risk.

Rather than reacting emotionally, rely on your absence management procedures.

2. Hold a documented return‑to‑work meeting

As soon as an employee returns from a sick day (or period of sickness), you should hold a return‑to‑work meeting. This should happen every time, not just when concerns arise.

A proper return‑to‑work meeting should:

• Be documented.
• Feel formal and consistent.
• Cover the reason for the absence.
• Check whether the employee is fit to be back at work.
• Explore whether any support or adjustments are needed.

The meeting shouldn’t feel punitive, but it should feel structured. That structure alone often discourages inappropriate absence.

3. Focus on wellbeing and fitness for work

From a wellbeing perspective, your role is to establish whether the employee is genuinely fit to be in work and whether anything is impacting their attendance.

This is particularly important where absences are frequent or patterned. The conversation should explore:

• Whether there is an underlying health issue.
• Whether work itself is contributing to the absence.
• Whether reasonable adjustments may be required.

This approach shows fairness and helps protect you if the issue later escalates.

4. Address what you know – carefully and appropriately

If the employee has an open Instagram account, or if information has been shared with you (for example by a colleague), you are allowed to raise concerns – but only in the right setting.

The return‑to‑work meeting is the appropriate place to do this. Avoid accusations. You are gathering information, not conducting a trial.

5. Document questions and answers

Any questions asked, and the employee’s responses, should be clearly documented.

This documentation is crucial. It ensures:

• Consistency
• Fairness
• A clear audit trail

If concerns continue, these records form the basis for next steps.

6. Escalate only if necessary

If the explanations you receive are not acceptable, or if patterns of absence continue despite support, the issue may need to be escalated.

This could involve:

• A formal investigation.
• Referral to occupational health.
• A formal absence management or disciplinary process.

At this stage, it’s essential to follow your policies precisely and seek HR advice.

The key takeaway

Seeing an employee “looking fine” on Instagram while off sick is frustrating -but Instagram is not evidence on its own.

The safest and most effective approach is to:

• Follow a consistent process.
• Hold documented return‑to‑work meetings.
• Focus on wellbeing and fitness for work.
• Ask appropriate questions in the right forum.
• Escalate only where justified.

Handled correctly, this approach protects your business, treats employees fairly, and reduces the risk of absence becoming a long‑term problem.

If you’d like support reviewing your absence management process or handling a sensitive case, Altum HR is here to help.