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Management document package

Absence document library

22 templates

Absence explained

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). It refers to any time taken off work by an employee and is usually categorised into authorised and unauthorised absence.

Authorised absence refers to absence approved by someone with permission to do so, and includes annual leave, time off in lieu (TOIL), reasonable sick leave, and parental leave.

Unauthorised absence occurs when the employee is not given permission for absence, or is not given permission after it has occurred, and can include long-term sick leave without reasonable supporting evidence, persistent lateness, or holiday not being agreed in line with the Company's policies.

What's included in this library?

Model templates to help you ensure that absences are managed well, and employees understand the rules and their responsibilities.

Click on a title for full details and a preview, and to purchase the document individually.

Absence review meeting invitation letter template

A model letter to invite an employee to a stage within a formal procedure of your Sickness Absence Management Policy.

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.

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.

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.

Concern over absence letter template

A model concern over absence letter template to issue in line with best practice, containing clear and effective wording, which is easy to edit.

Deferral of jury service request letter template

Use this model letter to write to the court in support of an employee's application for the deferral of jury service where the reasons for the application are work related.

Intended unauthorised absence letter template

Used if an employee has requested annual or other special unpaid leave, has had their request declined for legitimate business reasons but has stated that they intend to take the period of leave anyway.

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.

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.

Medical report consent form template

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

Medical report request (to GP) letter template

A model medical report request (to gp) letter template to issue in line with best practice, containing clear and effective wording, which is easy to edit.

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.

Requirement for employee to take annual leave letter template

A model requirement for employee to take annual leave letter template to issue in line with best practice, containing clear and effective wording, which is easy to edit.

Return to work interview form template

This form should be used to record the Return to Work Interview between the manager and employee.

Sympathy (accident) letter template

A model sympathy (accident) letter template to issue in line with best practice, containing clear and effective wording, which is easy to edit.

Sympathy for illness (employee at home) letter template

A model sympathy for illness (employee at home) letter template to issue in line with best practice, containing clear and effective wording, which is easy to edit.

Sympathy for illness (employee in hospital) letter template

A model sympathy for illness (employee in hospital) letter template to issue in line with best practice, containing clear and effective wording, which is easy to edit.

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.

Unauthorised absence 1st reminder letter template

A model letter to use where someone is taking unauthorised absence from work (AWOL) and has not replied to calls/voicemails.

Unauthorised absence 2nd reminder letter template

A model letter to use where someone is taking unauthorised absence from work (AWOL) and has not replied to a previous letter.

Unauthorised absence final reminder letter template

A model letter to use where someone is taking unauthorised absence from work (AWOL) and has not replied to two previous letters.

Weekly timesheet form template

It is important to track employee time to ensure good standards are maintained and employees are abiding by Company policies.