Short term absence review meeting outcome letter template
A clear short term absence review outcome letter template to confirm discussions, expectations, and next steps with employees.
- 2 pages / 270 words.
- Last updated 21/09/2025.
- 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.
Short term absence review meeting outcome letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Thank you for attending our return-to-work meeting on [date]. I am writing to confirm what we agreed at the meeting.
The meeting was convened following your absence from [date] to [date]. As I explained previously, the purpose of return-to-work interviews is to manage and monitor all employees' absence and attendance to identify any problem areas and offer support where appropriate.
You told me that the reason for your absence was [reason]. [I reminded you of the organisation's sickness notification procedures and
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This Short Term Absence Review Meeting Outcome Letter template provides a structured way to confirm the outcome of discussions following an absence review.
It records the issues covered, acknowledges any support offered, and sets out agreed actions or expectations for managing future attendance.
Using this template ensures consistency, fairness, and clarity in absence management, helping employers support staff while reducing disruption to the business.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned as soon as possible after a decision is made.
Compliance
Compliance
This Short term absence review meeting outcome letter template incorporates relevant UK laws and HR standards, including those listed below:
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The Equality Act 2010: The letter must not contain any discriminatory language or assumptions, and any recommendations or actions must be fair and applied consistently to all employees.
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The Data Protection Act 2018 and the GDPR: The letter must handle the employee's personal data in compliance with these regulations and should be securely stored and accessible only to authorized personnel.
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The Employment Rights Act 1996: The letter should make clear the employee's right to appeal the decision or seek further advice or support, and include information on the process for doing so.
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The Company's Policies and Procedures: The letter should be in line with the company's policies and procedures regarding absence management, and should not deviate from any stated protocols.
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The ACAS Code of Practice on Disciplinary and Grievance Procedures: The letter should be written in a clear and concise manner, outlining the key points discussed during the meeting and any agreed-upon actions or recommendations.
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The employee's Contract of Employment: The letter should not conflict with any terms of the employee's contract of employment, and any actions agreed upon should be in line with their job description and responsibilities.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Short term absence review meeting outcome letter template, to understand the workflow.
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Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Short term absence review meeting outcome 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.
