Long term absence review meeting invitation letter template
Our Long Term 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.
5 mins
What is a Long term absence review meeting invitation letter?
This template is designed to formally invite an employee to a long-term absence review meeting, detailing the date, time, and location. It provides a clear structure to ensure effective communication and procedural fairness. The letter's purpose is to facilitate a comprehensive discussion, enabling employers and employees to collaboratively address long-term absence, consider support measures, and determine the way forward.
No later than 2 clear working days prior to the meeting, to ensure that the employee has reasonable time to prepare
The Employer (you) to the Employee
Great Britain & NI (United Kingdom), Worldwide
Letter template
Long term absence review meeting invitation [Delete this line]
[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.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
What communication / process sequence is this part of?
Absence review meeting script
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
- It's easily editable and implementable, saving you time and money
- It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
- You will maintain compliance with ACAS guidelines, legislation, and industry best practices
- Email notifications for any updates made to this template or its accompanying materials
- 12 months of unrestricted access without any additional costs (any update in that period is free to you)
- Complimentary HR advice and support via email for 28 days upon purchase
- A 25% discount on all library, toolkit, and template purchases/renewals