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Management document package
Absence document library

Absence review meeting invitation letter template

When to use it

A model letter to invite an employee to a stage within a formal procedure of your Sickness Absence Management Policy.

[Company name]

[Sender address]


[Recipient name]

[Recipient address]

Dear [Recipient first name],


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.


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 duration.
  • In any [months]-month period, where the sickness absence adds up to a total of [total] or more calendar days.
  • In any [month

The full Absence review meeting invitation letter template will be available once purchased.

Reviewed 1 May 2022

Absence explained

Absence can come in many forms, some unavoidable (emergencies), some vital (family, holidays - for wellbeing), some manageable (education, long term absences), and some unwanted (such as absenteeism - short term sickness). It refers to any time taken off work by an employee and is usually categorised into authorised and unauthorised absence.

Authorised absence refers to absence approved by someone with permission to do so, and includes annual leave, time off in lieu (TOIL), reasonable sick leave, and parental leave.

Unauthorised absence occurs when the employee is not given permission for absence, or is not given permission after it has occurred, and can include long-term sick leave without reasonable supporting evidence, persistent lateness, or holiday not being agreed in line with the Company's policies.