Concern about absence letter template
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.
- 1 page / 246 words.
- Last updated 14/12/2024.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Concern about absence letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Concern over your absence
[I refer to our meeting held on [date] in which we discussed my concerns that | It has come to my attention that] since [insert date] you have taken [total days] days sick absence in the last 12 months over [total occasions] occasions.
Regular attendance is required of all employees of [insert employers name]. Poor attendance decreases productivity and places a burden on colleagues.
[In our discussion you were [not] able to provide me
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A concern about absence letter communicates attendance concerns, providing dates and impact on the workplace.
It aims to improve attendance, outlining consequences and actionable steps for the individual. Sensitivity and focus on solutions are essential, and additional support may be required if underlying issues contribute to absences.
This letter should be used after this is raised with the employee for the first time (before a verbal warning). An informal discussion is often all you need to improve an employee’s absence.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned as soon as possible after the empoyee exceeds a threshold, or after a meeting to discuss concerns.
Compliance
Compliance
This Concern about absence letter template incorporates relevant UK laws and HR standards, including those listed below:
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The Equality Act 2010: This law prohibits discrimination against employees on the basis of protected characteristics such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Employers should ensure that the letter does not discriminate against any employee based on any of these characteristics.
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The Data Protection Act 2018: This law sets out the requirements for processing personal data, including employee data. Employers should ensure that they are complying with data protection requirements when drafting the letter and that they obtain the employee's consent to process their personal data.
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The company's own policies and procedures: Employers should also consider any relevant company policies or procedures that apply to absence management and ensure that they are following them appropriately. This may include policies on sickness absence reporting, absence notification procedures, and return-to-work interviews.
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The Employment Rights Act 1996: This law sets out the requirements for written terms and conditions of employment. Employers should ensure that any concerns about absence are communicated to the employee in writing and that the employee has the opportunity to respond to the concerns.
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The Health and Safety at Work Act 1974: This law sets out the requirements for ensuring the health, safety, and welfare of employees in the workplace. Employers should consider any health and safety implications of the employee's absence and ensure that appropriate measures are taken to address any concerns.
It is important for employers to handle concerns about absence in a sensitive and supportive manner, taking into account any underlying health conditions or other factors that may be contributing to the employee's absence. The letter should be drafted in a professional and respectful tone, with a clear explanation of the concerns and any available support or resources that may be available to the employee.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Concern about absence letter template, to understand the workflow.
Absence review meeting script
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
Verbal warning for excessive absence letter
Our Verbal Warning for Excessive Absence Letter Template addresses attendance issues professionally, promoting improved attendance and accountability.
Timings
Timings
Follow these best practice actions to get the most from the Concern about absence letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing (days from absence) |
| 1 | Absence Tracking: Monitor and record the employee's absence, noting any recurring or extended periods of absence. | HR / Supervisor | N/A |
| 2 | Initial Discussion: Schedule a private meeting with the absent employee to discuss the concern about their absence. | HR / Supervisor | Day 1 |
| 3 | Document Meeting: Document the discussion, highlighting the employee's absence pattern and its impact on work. | HR / Supervisor | Day 2 |
| 4 | Review and Decision: Review the absence history and documentation to determine if further action is necessary. | HR / Management Team | Day 3 |
| 5 | Issue Concern about Absence Letter: If needed, issue a formal Concern about Absence Letter to the employee, expressing concerns and requesting attendance improvement. | HR / Management Team | Day 4 (Or as deemed appropriate) |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Concern about absence letter 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. 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 it for my organisation?
Yes, 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?
Yes. Once purchased, you'll be able to download it 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 this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
