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Management Absence Concern over absence

Concern over absence letter template

Use this model letter to notify an employee that you have a concern over their level of absence, that may warrant disciplinary action should it happen again.

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.

This document is suitable for use in England & Wales and Scotland, and was last reviewed and revised on 27 July 2022

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Concern over absence

[Company name]

[Sender address]


[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 with a reasonable explanation for the [frequency/type of absence etc.][, and we discussed what action you would take to try to improve the situation (describe i.e. obtain specialist help / contact GP for medication etc.)]

I have decided that on this occasion, no formal disciplinary acti

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All Absence templates

Use the model templates in ths absence template library to help you manage absences effectively, and help employees understand their responsibilities.


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