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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.
[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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For more value, this is also found in our Full library and Sick management templates toolkit
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.
Check which resources should be implemeted before and/or after the Concern about absence letter template, to understand the workflow.
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
Our Verbal Warning for Excessive Absence Letter Template addresses attendance issues professionally, promoting improved attendance and accountability.
Follow these best practice actions to get the most from the Concern about absence letter template, guiding you before, during, and after implementation:
| 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) |
This Concern about absence letter template incorporates relevant UK laws and HR standards, including those listed below:
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.
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.
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.
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.
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.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Yes, 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.
Yes, we highlight the areas of the document 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.
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.
If you're looking for broader support, we also offer toolkits and library bundles that include the Concern about absence letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI-generated templates can be useful as a starting point, but they may not reflect current UK employment legislation, your organisation's specific circumstances, or the wider HR process. This professionally drafted template has been prepared using current UK employment law and HR best practice, helping reduce the need for significant amendments.
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