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Our Absence Review Meeting Invitation Letter Template streamlines the process, ensuring timely and structured discussions for improved attendance.
If you have concerns over an employee's absence record, use this model invitation letter to request that they attend a review meeting to discuss the situation.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Absence review
I refer to your recent absence from work for [reason] which began on [start date] and ended on [send date]. You have now taken [days] days sick absence in the last 12 months over [occasions] occasions.
[I am concerned that your attendance record is poor.
[or]
Your level of absence has now met one or all the triggers as outlined below: [please delete/update as applicable (in accordance with your Sick Absence Policy)]
In any [months]-month period, [total] or more instances of sickness absence of any
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An absence review meeting is a discussion between an employer and employee to address excessive or concerning absences.
The purpose is to identify reasons, discuss impacts, and find solutions. The employer reviews the absence record, policies, and regulations, while the employee provides input on their situation.
Together, they create an action plan to improve attendance, set goals, and provide support as needed.
Check which resources should be implemented before and/or after the Absence review meeting invitation letter template, to understand the workflow.
Our Absence Improvement Checklist Form Template streamlines tracking and managing employee absences, enhancing productivity and reducing absenteeism.
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
Follow these best practice actions to get the most from the Absence review meeting invitation letter template, guiding you before, during, and after implementation:
This Absence review meeting invitation 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 invitation letter does not discriminate against any employee based on any of these characteristics.
The Employment Rights Act 1996: This law sets out the minimum notice periods for certain types of employment meetings, including disciplinary and grievance meetings. Employers should ensure that they provide sufficient notice to employees before the absence review meeting.
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 sending out the invitation letter.
The Working Time Regulations 1998: This law sets out the maximum working hours, rest breaks, and annual leave entitlements for employees. Employers should ensure that the absence review meeting does not interfere with an employee's statutory rest periods or annual leave entitlements.
The Health and Safety at Work etc. Act 1974: This law places a duty on employers to ensure the health, safety, and welfare of their employees. Employers should ensure that the absence review meeting is conducted in a safe and appropriate environment.
In addition to these laws, employers should also consider any relevant company policies or procedures that apply to absence management and ensure that they are following them appropriately.
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.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
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 format (such as .doc or .xls) 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 Absence review meeting invitation 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 can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles. He has extensive practical experience of managing sick management and appeal processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"Darryl has proven himself to be reliable, professional and conscientious. He provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"Darryl is someone I trust; he is consistent, dependable, and committed to doing things properly. I have confidence in him and no hesitation in recommending him."
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