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Management documents

Absence document templates

Absence can come in many forms, some unavoidable (emergencies), some vital (family, holidays - for wellbeing), some manageable (education, long term absences), and some unwanted (such as absenteeism - short term sickness).

Finding ways to navigate through the many absences that are taken in Companies every day and ensure that absneces are managed well, and employees understand the rules and their responsibilities is essential.

This section provides you wit a number of key documents for many eventualities.

Click on a title for more information and a preview, or to make a quick purchase you can click the button.

Absence improvement guide

Most sickness is genuine and unauthorised absence may be caused by family commitments or stress. However, these situations are difficult to manage because they are often sudden and unexpected. This leaves some managers feeling unsure about what they can do.

This guide enables you to manage the process to highlight high absence levels with an individual to encourage improvememt, and document their response in a formal framework.

Ultimately if this procedure is followed and no improvements are forthcoming, dismissal will be deemed to be a reasonable outcome.

Reviewed 9 Mar 2021

Agreement to allow anticipation of annual leave letter template

Use this document to record where an agremeent has been made with an employee to allow them to anticipate a number of days leave from the next holiday year.

Reviewed 10 Aug 2020

Annual leave request form template

This manual form is used to request and approve annual leave, and incorporates flexibility regarding leave being taken in days or hours, and shift workers.

FREE
Click title to use Reviewed 12 Mar 2021

Annual leave request declined letter template

This letter can be used when an employee has requested a period of annual leave but the request has to be declined for justifiable reasons. This justifiable reason may be, for instance, that the employee has insufficient leave remaining or other employees have already had annual leave approved at that time and the Company cannot allow any other employees to be off at the same time.

Employers are allowed to turn down a request for annual leave provided that the notice given by the Company is at least equivalent to the length of holiday requested.

Reviewed 31 Oct 2021

Deferral of jury service letter template

A model deferral of jury service letter template to assist you in managing this event with a best practice method.

Reviewed 30 Oct 2021

Intended unauthorised absence letter template

Where an employee has requested annual or other special unpaid leave, has had their request properly declined for legitimate business reasons but has stated that they intend to take the period of leave anyway, we recommend the following letter be issued to the employee before the period of intended unauthorised absence begins

Reviewed 30 Oct 2021

Leave request (not holiday) form template

This manual form is used to request and approve general leave, and incorporates flexibility regarding leave being taken in days or hours, and shift workers.

FREE
Click title to use Reviewed 12 Mar 2021

Long term absence review meeting invitation letter template

Use this template to invite an employee on long term sick to a formal meeting to discuss their absence, what support they may need to facilitate a return to work, and document any adjustments that would be beneficial when they return.

Reviewed 4 Mar 2021

Managing long term absence guide

The primary aim in cases of long-term absence is to facilitate a return to work at the earliest possible point. The secondary aim is to then support any return to work effectively to minimise the risk of any further absences. This guidance note provides additional guidance to support managers in the management of cases of long-term or ongoing absence.

The guidance focusses on 4 key areas:

  • Maintaining Contact
  • Obtaining Medical Advice
  • Considering Supports/Adjustments
  • Considering Progression to a Capability Hearing
Reviewed 13 Mar 2021

Medical report consent form template

To be completed by the subject of the request and returned to the employer.

Reviewed 1 Jun 2021

Medical report request (to GP) letter template

A model medical report request (to gp) letter template to assist you in managing this event with a best practice method.

Reviewed 8 Mar 2021

Medical report request to employee letter template

Used where an employee has been on a long period of sick absence, so that the employer can explain what steps they are now taking to help the employee back to fitness to work. The letter explains that the employer wishes to write to the employees GP for guidance on their expected return to work and what adjustments (if any) they need to make.

Reviewed 31 Oct 2018

Poor attendance caution letter template

A model poor attendance caution letter template to assist you in managing this event with a best practice method.

Reviewed 15 Mar 2021

Requirement for employee to take annual leave letter template

A model requirement for employee to take annual leave letter template to assist you in managing this event with a best practice method.

Reviewed 31 Oct 2021

Return to work interview form template

Used as part of good absence policy, this form is used to record a brief interview with an employee returning from any period of sick absence to suggest ways in which the employer can help, or if the employee needs any support.

This form should be used to record the Return to Work Interview between the manager and employee. It should be completed by the manager as soon as is practicably possible on the employees first day back at work after illness (in some cases the interview must take place before the employee is allowed back to their usual work location), and signed by both manager and employee.

Reviewed 15 Mar 2021

Sympathy (accident) letter template

A model sympathy (accident) letter template to assist you in managing this event with a best practice method.

Reviewed 19 Nov 2020

Sympathy for illness (employee at home) letter template

A model sympathy for illness (employee at home) letter template to assist you in managing this event with a best practice method.

Reviewed 8 Mar 2021

Sympathy for illness (employee in hospital) letter template

A model sympathy for illness (employee in hospital) letter template to assist you in managing this event with a best practice method.

Reviewed 8 Mar 2021

Termination of employment (long term sick) letter template

This action should only be taken once all other options have been explored, medical information has been sought (via Occupational Health and/or the employees GP), and medical assessments support this outcome

Reviewed 1 Apr 2021

Unauthorised absence (AWOL) final reminder letter template

A model unauthorised absence (awol) final reminder letter template to assist you in managing this event with a best practice method.

Reviewed 8 Mar 2021
Management template pack

Management template pack

Unlimited downloads of all 23 Absence document templates in this pack, plus everything else in the Management template pack for 12 months.

Absence and attendance policies

Absence policies allow you to promote your company culture and values in terms of how you approach absence management.

Health and safety policies

Model policies to help you create and maintain legally compliant rules for your organisation on health and safety.

Training and development policies

Model policies to help you create and maintain legally compliant rules for your organisation on training and development.

Flexible working documents

Flexible working is a way of working that suits an employee’s needs, for example having flexible start and finish times, or working from home.