Long term sick absence review meeting invitation letter template
Supporting information
Our Long Term Sick Absence Review Meeting Invitation Letter template invites employees to a meeting to discuss extended absences, ensuring a supportive and structured approach.
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.
Long term sick absence review meeting invitation letter
[Add Logo]
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Absence review
I refer to your current absence from work which began on [DATE]. At this time you are currently signed off work until [DATE].
As you have been absent for [NUMBER] month[s] OR As [EVENT - e.g. I have now received a copy of your latest occupational health report] I would like to arrange a meeting with you on [DATE] at [TIME/LOCATION]. The aim of this meeting is to: [Select appropriate points from below depending on the nature of the absence and what needs to be covered]
- Obtain an update on your current health & the level of progress made since the start of the absence (if any)
- Discuss the likely duration of your absence
- Explore any supports or adjustments which may assist a return to work
- Discuss whether or not a referral to Occupational Health is appropriate/Discuss the latest Occupational Health Advice
- Update you on relevant workplace developments
- Give you an opportunity to raise any difficulties or concerns
- Discuss any next steps in the process
[The points below are specific to longer-term cases where earlier meetings have already referred to these possible courses of action. Please seek HR support for such cases]
- [Discuss whether redeployment is appropriate]
- [Determine whether ill-health retirement is appropriate]
- [Explain the possible progression to a capability hearing (including its potential outcomes)]
You may be supported at this meeting by a trade union representative or work colleague.
Should you wish to meet in an alternative location or if you would prefer for me to visit you at home [Edit depending on absence/condition], please let me know by contacting me on [DETAILS]. [Manager considering a home visit should conduct a risk assessment for lone working and it may be appropriate to be accompanied on the visit].
I look forward to meeting you and if you have any questions in the meantime, please don’t hesitate to contact me.
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Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
What is this for?
The Long-Term Sick Absence Review Meeting Invitation Letter requests the attendance of an employee for a discussion regarding their extended absence due to illness. It serves as a formal notification to the employee, outlining the purpose, date, time, and location of the meeting, along with any documents or information they may need to prepare in advance.
Additionally, it provides an opportunity for the employee to share any relevant medical updates or concerns and for the employer to discuss support options or potential return-to-work arrangements.
The letter aims to facilitate open communication and collaboration between the employee and the employer to address the underlying issues contributing to the prolonged absence effectively. It demonstrates the employer's commitment to supporting the employee's well-being while ensuring the efficient management of absences in the workplace. By inviting the employee to participate in the review process, the letter encourages dialogue and cooperation, ultimately helping to facilitate a successful return to work and reduce the impact of long-term sick leave on both the individual and the organisation.
Extended guidance
Documentation sequence
Absence review meeting script
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
Practical example
Scenario
Emily Thompson, an employee at ABC Limited, has been on long-term sick leave for 30 days due to a serious illness. In preparation for the review meeting triggered by Emily's absence, HR Manager Sarah takes the initiative to call Emily to explain the process and provide support.
Initial Contact
Sarah reaches out to Emily via phone to discuss the need to hold a long term sick absnece review meeting, whihc has been triggered by Emily being off sick for 28 continuous days. She ensures that Emily feels supported and informed about the purpose of the meeting.
Explanation of the Process
During the call, Sarah explains to Emily the purpose of the review meeting, which is to discuss her absence, assess her current situation, and explore options for her return to work. Sarah provides details about the meeting agenda, including the topics that will be discussed and the opportunity for Emily to share any concerns or preferences.
Support and Reassurance
Sarah reassures Emily that the meeting is intended to be supportive and collaborative, aimed at addressing her needs and facilitating a smooth transition back to work. She encourages Emily to ask any questions or raise any concerns she may have about the process or her return to work.
Companion Accompaniment
Sarah informs Emily that she has the option to bring a companion or support person to the meeting if she wishes. She explains that the companion can provide moral support and assistance during the discussion.
Clarification of Next Steps
Before ending the call, Sarah ensures that Emily understands the next steps leading up to the review meeting. She confirms the date, time, and location of the meeting and advises Emily to reach out if she has any further questions or needs additional support before the meeting.
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