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View full libraryA short-term absence review meeting outcome letter for confirming the findings and agreed actions following a review of an employee's sickness absence, including attendance concerns, support measures, expectations and any further review arrangements.
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This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Short-Term Absence Review Meeting – Outcome
Thank you for attending the short-term absence review meeting on [Meeting Date]. The purpose of the meeting was to discuss your recent attendance, understand the circumstances surrounding your absences and consider whether any support or further action is appropriate.
Attendance record
We discussed your sickness absence record, which currently comprises [Number] occasions of absence totalling [Number] days between [Start Date] and [End Date].
The absences discussed were:
| Date(s) | Duration | Reason / Information Provided |
Discussion
During the
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This letter provides a clear written record of the outcome following a short-term sickness absence review meeting. It helps managers and HR communicate what was discussed, recognise any underlying issues, confirm appropriate support and make clear what happens next.
The letter can summarise the employee's recent attendance record and the key points discussed during the meeting. It gives the employee an opportunity to understand the organisation's concerns and ensures there is a consistent record of the discussion.
Short-term absence can have a range of causes, so the meeting should consider whether there is an underlying health issue, work-related factor or other circumstance affecting attendance. The outcome should reflect the information actually discussed rather than making assumptions about the reason for absence.
Where appropriate, the outcome can confirm support, reasonable adjustments, occupational health input or other practical measures. It can also explain expectations around attendance, absence reporting and keeping in contact during future periods of sickness.
The letter can confirm whether the matter will remain under informal monitoring, whether a further review will take place or whether the organisation is moving to a formal stage under its absence management procedure. Any formal action should follow the employer's policy and a fair process.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Short term absence review meeting outcome letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
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.
Use these best practice actions, recommended timescales and process stages to understand when and how the Short term absence review meeting outcome 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.
Not necessarily. A short-term absence review is normally part of an absence management process and is intended to understand attendance, identify support and discuss expectations. If the employer is considering formal action under its absence procedure, the employee should be told and the appropriate formal process should be followed.
It should include enough information to accurately record the attendance issue and the matters discussed, but it does not need to reproduce unnecessary medical or personal information. Keep the record relevant and proportionate.
The employer should consider whether the condition may amount to a disability and whether reasonable adjustments or further information, such as occupational health advice, are appropriate. The employer should not simply treat disability-related absence in the same way without considering its legal obligations.
It can confirm the outcome that has been reached, but employers should distinguish between informal attendance management and formal warnings. If a formal warning is being considered or issued, the organisation should follow its absence or capability procedure and provide the employee with the appropriate procedural safeguards.
Not necessarily. A manager can normally conduct an absence review with appropriate HR guidance and support. HR involvement may be particularly useful where there is a complex health issue, potential disability, repeated absence, a policy threshold or a possibility of formal action.
AI can produce a generic absence outcome letter, but HRDocBox provides a professionally structured, UK-focused HR template designed around the practical stages of absence management. It helps managers record the discussion, support considered, expectations and next steps in a consistent format, reducing the risk of overlooking important parts of the process.
How this content is developed and reviewed
The Short term absence review meeting outcome 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 and supporting information 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 HR 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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