Absence review meeting invitation letter template
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.
- 2 pages / 285 words.
- Last updated 24/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Absence review meeting invitation letter
[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)]
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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.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned no later than 2 clear working days prior to the meeting, to ensure that the employee has reasonable time to prepare.
Compliance
Compliance
This Absence review meeting invitation letter template incorporates relevant UK laws and HR standards, including those listed below:
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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.
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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.
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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.
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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.
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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.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Absence review meeting invitation letter template, to understand the workflow.
Managers guide to absence improvement
Our absence improvement guide offers insights and strategies for improving employee attendance and reducing absenteeism.
Absence review meeting script
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
Timings
Timings
Follow these best practice actions to get the most from the Absence review meeting invitation letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Review Absence Record: Assess the employee's absence history to determine the need for an absence review meeting. | HR / Supervisor | N/A |
| 2 | Schedule the Meeting: Arrange a suitable date and time for the absence review meeting. | HR / Supervisor | Day 1 |
| 3 | Prepare Meeting Agenda: Outline the topics to discuss during the absence review meeting. | HR / Supervisor | Day 2 |
| 4 | Draft the Invitation Letter: Create the absence review meeting invitation letter with details of the meeting. | HR / Legal Team | Day 3 |
| 5 | Issue the Invitation Letter: Send the invitation letter to the employee, confirming the meeting details. | HR / Supervisor | Day 4 |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Absence review meeting invitation letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas 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.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
