The absenteeism rate is a key metric in HR controlling that measures the percentage of illness-related absence days relative to planned working days. The formula is: (Illness-related absence days / Planned working days) × 100. In Germany, the average absenteeism rate in 2023 stood at approximately 5.6% – a record high that is forcing HR professionals to take action.
What Is the Absenteeism Rate?
The absenteeism rate – also referred to as the sickness rate or absence rate – is a central metric in HR controlling. It measures what proportion of planned working days were lost due to illness. This gives HR professionals a quick overview of the workforce's health situation and makes absences comparable – both over time and across industries.
A high absenteeism rate is rarely a purely medical problem. It frequently reflects the operational reality of an organisation: excessive workload, poor leadership culture, lack of recognition, or unfavourable working conditions sooner or later manifest in rising absence figures. The metric should therefore not be viewed in isolation, but analysed regularly and considered in the broader organisational context.
Absenteeism Rate vs. Total Absence Rate: What's the Difference?
The two terms are often used interchangeably in everyday business language, but they refer to different metrics. The absenteeism rate captures exclusively illness-related absences. The total absence rate is the broader term and covers all types of absence – including annual leave, parental leave, training, and unpaid leave.
For meaningful HR controlling, it is advisable to track both metrics in parallel. Only then can you determine what proportion of total absence is actually attributable to illness.
How to Calculate the Absenteeism Rate: Formula and Example
The Formula
Absenteeism Rate (%) = (Illness-related absence days / Planned working days) × 100
Planned working days include all working days within the calculation period – excluding weekends, public holidays, and approved annual leave. Only the days employees were actually scheduled to work are factored into the calculation.
Step-by-Step Example
A company with 25 employees wants to calculate its absenteeism rate for March. March has 23 planned working days. During the month, five employees call in sick: two for 3 days each, one for 4 days, and two others for 5 days each.
- Total absence days: 3 + 3 + 4 + 5 + 5 = 20 days
- Total planned working days: 23 × 25 = 575 days
- Absenteeism rate: (20 / 575) × 100 = 3.48%
Special Case: Calculating the Rate for Part-Time Employees
The day-based formula applies equally to full-time and part-time employees, as it is based on whole working days. For a more precise analysis in mixed teams, an hour-based calculation is recommended – it more accurately reflects the actual work loss for part-time arrangements. Long-term illnesses (from the 42nd day of sick leave onwards) should also be reported separately, as they can significantly distort the overall rate.
What Is a Normal Absenteeism Rate in Germany?
National Average
According to the AOK Absence Report (Scientific Institute of the AOK, WIdO), Germany's absenteeism rate in 2023 was approximately 5.6% – the highest value ever recorded. Researchers at the ZEW (Leibniz Centre for European Economic Research) attribute this not only to genuine increases in workload, but also to improved statistical recording: until 2022, employees were not required to automatically report absences to their health insurer, which had caused historical figures to be understated.
As a rough benchmark: rates above 5% may indicate structural problems – overload, dissatisfaction, or poor working conditions. However, a blanket assessment without industry context is not meaningful.
Industry Benchmarks (Indicative Values)
Source: AOK Absence Report 2024, WIdO. Values are indicative and may vary depending on company size, region, and year.
Causes of a High Absenteeism Rate
An elevated rate rarely has a single cause. In practice, internal and external factors interact.
Internal Factors
- High workload and stress: Chronic overload is one of the strongest drivers of long-term illness and burnout, according to the BAuA (Federal Institute for Occupational Safety and Health).
- Leadership culture: Employees who feel undervalued or treated unfairly by their line manager show measurably higher absence rates.
- Poor workplace ergonomics: In manufacturing, logistics, and care work, musculoskeletal disorders are among the most common causes of absence.
- Low employee satisfaction: A deteriorating workplace climate, disengagement, or a lack of development opportunities can lead to presenteeism – employees coming to work despite being ill, which delays recovery in the long run – or conversely, to increasing sick leave.
External Factors
- Seasonal illnesses: Flu seasons and cold periods regularly push up the rate during winter months.
- Demographic change: An ageing workforce tends to experience longer periods of illness on average.
- Post-pandemic effects: Long Covid and mental health conditions following the pandemic have structurally raised the absenteeism rate.
How to Reduce the Absenteeism Rate: Measures for HR
Corporate Health Management (CHM)
Corporate Health Management encompasses all systematic measures to maintain and promote employee health: back care programmes, stress management training, ergonomic workplace design, gym partnerships, or company health days. A structured CHM approach has a demonstrably positive long-term effect on reducing the absenteeism rate.
Return-to-Work Interviews and Absence Analysis
The return-to-work interview following a period of sick leave is one of the most effective tools in absence management – provided it is conducted in an appreciative rather than a controlling manner. The aim is to signal concern for the employee's wellbeing, identify structural issues at an early stage, and develop solutions together.
As a complementary analytical tool, the Bradford Factor is worth considering: this metric weights the frequency of short-term absences more heavily than long-term illness. The formula is: S² × D (S = number of absence spells, D = total number of absence days). A high Bradford Factor value – many short-term absences – may point to behavioural or motivational causes and warrants targeted follow-up.
Flexible Working Models and Leadership Quality
Remote work, flexible hours, and hybrid models can help reduce commuting stress and allow employees to avoid calling in sick for minor ailments. The most important lever, however, remains leadership quality: direct line managers have the greatest influence on motivation, satisfaction, and ultimately on the absence rates within their teams.
Frequently Asked Questions About the Absenteeism Rate
How do you calculate the absenteeism rate?
The formula is: (illness-related absence days / planned working days) × 100. Planned working days include all scheduled working days excluding weekends, public holidays, and annual leave. The formula applies to both full-time and part-time employees, as it is based on whole working days.
What is a normal average absenteeism rate in Germany?
According to the AOK Absence Report, the national average in 2023 was approximately 5.6% – a record high. The rate varies considerably by industry: 6–8% is typical in healthcare and manufacturing, while 3–4% is more common in IT and office-based roles.
When does an absenteeism rate become a cause for concern?
There is no absolute threshold. As a general guideline, rates above 5% may indicate structural problems. However, the trend matters more than the absolute figure: a continuous rise over several months is a clear warning signal. A department-level breakdown typically yields more useful insights than the company-wide rate alone.
What is the difference between the absenteeism rate and the total absence rate?
The absenteeism rate captures exclusively illness-related absences. The total absence rate is the broader term, covering all types of absence – including annual leave, parental leave, and training. Both metrics should be tracked in parallel in HR controlling.
What does a high absenteeism rate cost a company?
Under § 3 of the German Continued Remuneration Act (EFZG), employers are obliged to continue paying the full salary of sick employees for up to six weeks. On top of this come indirect costs: overtime for colleagues, loss of quality, delayed projects, and in the worst case, customer attrition. The BAuA estimates the broader economic cost of workplace incapacity at several billion euros per year.
How can I reduce the absenteeism rate?
The most effective measures include: a structured Corporate Health Management programme, appreciative return-to-work interviews, flexible working models, and a targeted focus on improving leadership quality. The crucial first step is always a root cause analysis – broken down by department, age group, and type of illness.
How do I calculate the absenteeism rate for part-time employees?
The standard day-based formula applies to both full-time and part-time employees. For more precise results, an hour-based calculation is recommended, as it better reflects actual work loss across different employment models.
What is the Bradford Factor?
The Bradford Factor is a supplementary tool for analysing absence patterns. It weights the frequency of short-term absence spells more heavily than long-term illness. Formula: S² × D (S = number of absence spells, D = total absence days in the period). A high value – many short absences – may point to behavioural or motivational causes and is worth investigating further.
Conclusion
The absenteeism rate is more than an administrative metric – it is an early indicator of organisational health. Companies that track it regularly, analyse it in depth, and consistently investigate root causes can sustainably reduce absences while improving working conditions. In practice, the combination of structured Corporate Health Management, strong leadership culture, and flexible working models delivers the greatest impact.
How objective talent diagnostics can help strengthen person-role fit and motivation from the very start – and thereby prevent a rise in absences caused by overload or disengagement – is demonstrated by the digital platform Aivy. Learn more.
Sources
- Scientific Institute of the AOK (WIdO): Fehlzeitenreport 2024 [Absence Report 2024]. AOK Federal Association, 2024. https://www.wido.de/publikationen-produkte/buchreihen/fehlzeiten-report/
- DAK-Gesundheit: DAK Health Report 2024. DAK-Gesundheit, 2024. https://www.dak.de/dak/download/gesundheitsreport-2024-2693234.pdf
- Federal Ministry of Justice: Continued Remuneration Act (EFZG), in particular § 3 and § 5. 2024. https://www.gesetze-im-internet.de/efzg/
- Federal Institute for Occupational Safety and Health (BAuA): Work and Health – Accident Statistics and Work-Related Illnesses. 2023. https://www.baua.de/DE/Themen/Arbeit-und-Gesundheit
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