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Policies, contracts, letters, guidance and HR support tools for UK employers.
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View full libraryManage employee absence and attendance with a complete, practical set of HR templates covering recording, review, discussion, support and formal management — helping you follow a clear, consistent and supportive process.
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Our absence improvement guide offers insights and strategies for improving employee attendance and reducing absenteeism.
Our Guide to Calculating Bank Holiday Entitlement for Part-Time Employees provides a clear and comprehensive framework for determining bank holiday entitlements for employees who work part-time hours, ensuring fairness and compliance with employment law.
Our Guide to managing an AWOL employee streamlines handling sudden absences, promoting operational continuity and employee accountability.
A practical manager’s guide to sabbaticals, covering how to assess requests, manage approvals, and support employees before, during, and after leave.
Our Guide to Timekeeping for Managers helps leaders improve punctuality, manage attendance issues effectively, and maintain team productivity with confidence.
Our Time Off In Lieu (TOIL) Accrual and Usage Policy Template outlines guidelines for accruing and utilising TOIL, ensuring fairness and compliance with employment regulations while allowing flexibility in time management.
Absence Review Meeting Invitation Letter for UK employers to review sickness absence, attendance concerns, medical information and possible next steps.
Our Agreement to Anticipate Annual Leave template streamlines advance leave requests, ensuring clarity and compliance with employment regulations.
Annual leave request declined letter template for UK employers.
Deferral of jury service request letter for employers explaining business difficulties and requesting that an employee's jury service is postponed.
Our Excess Holiday Recovery Letter template helps employers address overpaid holiday pay issues professionally and transparently.
A formal intended unauthorised absence letter template to address potential no-shows and set clear expectations with employees.
Our no show at disciplinary hearing for unauthorised absence letter template helps address employee failure to attend a hearing regarding their unauthorised absence.
Annual leave purchase letter template for UK employers offering employees the opportunity to buy additional holiday, covering cost, deductions, application and approval.
Annual leave sell-back letter template for UK employers offering employees the opportunity to exchange eligible contractual annual leave for payment, subject to company rules and approval.
Sabbatical agreement letter confirming approved leave dates, pay, benefits, employment arrangements, contact requirements and return-to-work arrangements.
Sabbatical request letter template for UK employees to request extended leave, covering proposed dates, reason, handover arrangements and return to work.
Sabbatical request refused letter for employers confirming a declined sabbatical request and explaining the decision clearly and professionally.
Sympathy following accident letter for UK employers to express concern, offer support and maintain contact with an employee after a workplace injury.
Final unauthorised absence AWOL reminder letter template for UK employers, giving an employee a final opportunity to respond before formal action is considered.
Unauthorised absence AWOL first reminder letter template for UK employers, requesting immediate contact, explaining concerns and setting out potential further action.
Unauthorised absence AWOL second reminder letter template for UK employers, setting a firm deadline for contact and explaining potential formal disciplinary action.
Our additional annual leave purchase request form template streamlines the process for employees to request and purchase extra annual leave days efficiently.
Our Annual Leave Request Form template simplifies the process, enhancing efficiency and ensuring accurate record-keeping.
Our annual leave sale request form template simplifies the process for employees to sell back unused or unwanted annual leave days efficiently.
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.
Our Time Off In Lieu (TOIL) Request Form Template enables employees to formally request time off in lieu, specifying details such as worked hours, streamlining the request process.
It is important to track employee time to ensure good standards are maintained and employees are abiding by Company policies.
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
Our Absence Improvement Checklist Form Template streamlines tracking and managing employee absences, enhancing productivity and reducing absenteeism.
More than just templates, the Absence and attendance Knowledge Hub brings together practical HR guidance, real-world experience and tried-and-tested resources to help you understand the subject, manage it effectively and make informed decisions.
Absence refers to the state of not being present at the workplace or not actively engaged in work during scheduled working hours. It can be due to various reasons, including sickness, personal reasons, holiday, or other approved leave.
Types of Absence:
Sick Leave
Holiday Leave: Planned time off for leisure or personal activities.
Personal Leave: Unplanned time off for personal reasons.
Emergency Leave: Unplanned time off due to unforeseen circumstances.
Attendance refers to the act of being present and actively engaged in work during scheduled working hours. It signifies that an employee is fulfilling their work responsibilities by being physically or virtually present at the workplace or performing their job duties remotely.
Absence and attendance templates are essential for managing a low-risk, compliant Absence and attendance process.
An absence and attendance management process helps employers monitor attendance and address concerns consistently. It will typically follow these key stages:
Patterns matter. Look beyond total days absent and consider frequency, timing and the circumstances behind attendance concerns.
Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.
Absence and attendance management involves recording and reviewing employee attendance, supporting employees during absence and addressing attendance concerns where appropriate.
Yes. Accurate absence records help employers understand attendance patterns, administer pay and identify when support or further management may be appropriate.
A return-to-work meeting is a discussion following absence that can confirm the reason for absence, check whether support is needed and identify any emerging attendance patterns.
Yes. Persistent lateness can be addressed through appropriate informal or formal management action depending on the circumstances and the employer's policies.
This depends on the frequency, duration and circumstances of the absence or attendance concerns. Employers should consider their policies and the individual circumstances.
HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support effective absence and attendance management with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.
How this content is developed and reviewed
The Absence and attendance templates toolkit is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing absence and attendance HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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