Absence review meeting script template
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
If you have concerns over an employee's absence record, use this model script in an absence review meeting to ensure that you cover all important points.
An employer should hold a meeting where there is some concern the level of absence of an employee, such as frequency, pattern or number of occasions/days.
- 2 pages / 565 words
- Instantly download as Word / PDF / plain text
- Suitable for worldwide use (but check local legislation)
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Absence review meeting script
1 [Preparing for the meeting]
1.1 Book a private room in an appropriate location and set sufficient time aside for the meeting.
1.2 Send a letter to the employee inviting them to the meeting, outlining its purpose and notifying them of their right to be accompanied.
1.3 Review the employee's absence record to identify any patterns / causes for concern.
1.4 Review notes or outcomes from any previous review / return to work meetings and reports from Occupational Health / medical practitioners.
1.5 Establish what further information needs to be obtained at the meeting and consider, but do not pre-empt, possible outcomes.
2 [Opening the meeting]
2.1 Introduce all people present and outline their role in the meeting.
2.2 Remind the employee of their right to be accompanied at formal meetings.
2.3 Clearly outline the purpose of the meeting and the format it will take, and let the employee know that an adjournment can be called at any time by either party.
Ensure the employee has been provided with a copy of the Sickness Absence Management Policy and knows
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The purpose of the Absence Review Meeting Script Template is to guide HR personnel and managers in conducting structured and productive meetings with employees to discuss their patterns of absenteeism.
The script provides a framework for addressing the reasons behind the employee's absences, identifying any underlying issues or challenges they may be facing, and collaboratively finding solutions to improve attendance. By using this template, HR can ensure consistency in conducting absence review meetings, promote open communication with employees, and implement appropriate measures to support and address any attendance-related concerns.
The template aids in fostering a positive and supportive work environment, encouraging employees to maintain regular attendance and contributing to overall workforce productivity and engagement.
Direction:
Compliance
Compliance
This Absence review meeting script template incorporates relevant UK laws and HR standards, including those listed below:
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Employment Rights Act 1996: Provides employees with the right to be accompanied by a colleague or trade union representative during absence review meetings.
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Equality Act 2010: Ensures that employees with disabilities or certain health conditions are treated fairly during the review process.
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Data Protection Act 2018: Requires that employee absence records and discussions during the meeting are handled confidentially and in compliance with data protection laws.
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Health and Safety at Work Act 1974: Employers must address any health and safety concerns that may contribute to employee absences.
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Working Time Regulations 1998: Ensures that employees' working hours and rest breaks comply with legal requirements to prevent fatigue-related absences.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Absence review meeting script template, to understand the workflow.
Absence review meeting invitation letter
Our Absence Review Meeting Invitation Letter Template streamlines the process, ensuring timely and structured discussions for improved attendance.
Concern about absence letter
Our Concern about absence Letter template is used to notify an employee that you have a concern over their level of absence, that may warrant disciplinary action should it happen again.
Timings
Timings
Follow these best practice actions to get the most from the Absence review meeting script template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Identify the need for an absence review meeting due to excessive or prolonged absences. | HR or Manager | As needed |
| 2 | Gather relevant information about the employee's absences, such as dates, reasons, and any supporting documents. | HR | Before the meeting |
| 3 | Schedule the absence review meeting with the employee and inform them about the purpose of the meeting. | HR or Manager | At least 3 days in advance |
| 4 | Conduct the absence review meeting, discussing the employee's absences, reasons, and potential impact on the team and work. | Manager or HR | On scheduled date |
| 5 | Conclude the meeting by providing feedback, discussing improvements, setting goals, and explaining any next steps, including using the "Absence Review Meeting Script" for consistent communication. | Manager or HR | At the end of the meeting |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Absence review meeting script template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. Like the Absence review meeting script template, all of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise this template for my organisation?
Yes, in the Absence review meeting script template, as with all of our templates, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access to the template?
Yes. Once purchased, you'll be able to download the Absence review meeting script template instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include the Absence review meeting script template along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need a complete HR library.
