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The Absence Review Meeting Invitation Letter formally invites an employee to a meeting to review their sickness absence, attendance record and any underlying issues affecting their ability to attend work. It provides a clear explanation of the purpose of the meeting and gives the employee an opportunity to prepare and raise any relevant information.
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[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to Absence Review Meeting
I am writing regarding your recent absence from work for [reason], which began on [start date] and ended on [end date]. You have now taken [days] days' sickness absence during the last 12 months, over [occasions] occasions.
[Your attendance record is a concern and I would like to discuss this with you in more detail.]
[OR]
Your level of absence has now met one or more of the absence triggers outlined below, in accordance with the Company's Sick Absence Policy:
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An Absence Review Meeting Invitation Letter formally invites an employee to a meeting to discuss their sickness absence and attendance record. It explains why the meeting is being held, what information will be considered and gives the employee an opportunity to prepare and provide relevant information.
The letter is designed to support a fair and structured absence management process while making clear that the purpose of the meeting is to understand the employee's circumstances and identify an appropriate way forward.
The letter can be used when an employee's level or pattern of absence requires a more formal review. The meeting can explore the reasons for absence, whether there are underlying health issues, whether workplace support or adjustments may be appropriate and what further action may be required.
It can also provide a clear starting point where the employer needs to consider whether the employee's absence should continue to be managed under a formal absence or capability procedure.
The template is suitable for HR professionals, managers and employers responsible for managing employee sickness absence and attendance.
The employer should consider the information provided by the employee and any relevant medical evidence before deciding what action is appropriate. This may include additional support, reasonable adjustments, an Occupational Health referral, continued monitoring, a further review or progression under the employer's formal procedure.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Absence review meeting invitation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
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.
Use these best practice actions, recommended timescales and process stages to understand when and how the Absence review meeting invitation letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
An absence review meeting is a structured meeting between an employer and employee to discuss sickness absence, attendance patterns and any underlying issues affecting the employee's ability to attend work. It can be informal or form part of a formal absence management procedure, depending on the circumstances.
It can ultimately form part of a capability process where an employee's attendance cannot be sustained, but an absence review meeting should not be treated as an automatic step towards dismissal. The employer should consider the employee's circumstances, medical evidence, possible adjustments and other reasonable alternatives.
HRDocBox combines deep HR knowledge, practical application and years of experience managing real absence and employee relations situations. The template helps employers set out the purpose of the meeting clearly while prompting consideration of medical information, support, reasonable adjustments and fair process.
AI can produce a generic absence meeting invitation, but effective absence management requires more than getting the wording right. HRDocBox combines UK employment-law knowledge, ACAS guidance and practical HR experience to help employers address attendance concerns while considering health, disability and fair process.
It should give the employee enough information to understand why their attendance is being reviewed, what will be discussed and what information they should prepare. It should be clear without unnecessarily including sensitive medical information in the invitation itself.
Where the meeting could potentially lead to formal action, the employee should be told this clearly so that they understand the significance of the meeting and have a fair opportunity to prepare. The precise wording should reflect the employer's absence or capability procedure and the circumstances of the case.
How this content is developed and reviewed
The Absence review meeting invitation letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
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 processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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