Absence improvement checklist template

Informal meeting

1. Full details of the employees absence record along with reasons should be made available to both participants.

2. The employee should be made aware of the date and location of the meeting and the reasons for it.

3. In the meeting the employee should be given the opportunity to explain their absence records and present any evidence required.

4. If there are medical problems it may be necessary to adjourn the meeting for medical advice.

5. The manager should set out clearly the improvements expected and the time scale over which these improvements must be achieved.

6. Written confirmation of the outcome of the meeting will be given to the employee and a copy recorded on their personnel files.

First formal hearing

Invitation to hearing - model letter

If there is no improvement further to the informal meeting, this hearing should be arranged.

1. Prior to calling a hearing, full details of absence record along with reasons should be made available to all participants.

2. The employee should be made aware of the date and location of the hearing and the reasons for it.

3. The employee should be provided with the right to be accompanied.

4. In the hearing the employee should be given the opportunity to explain absence records and present any evidence required.

5. If there are medical problems it may be necessary to adjourn the hearing for medical advice.

6. The manager should set out clearly the improvements expected and the time scale over which these improvements must be achieved.

7. The employee should be informed in writing of the requirements and the time scale and advised if a warning is to be recorded on their record. If this is the case the employee must be informed of their right to appeal against this decision.

8. Any warnings issued will remain on the record for [6 | 12] months.

Second formal hearing

Invitation to hearing - model letter

If there has been no improvement in the absence record in the period set at the first hearing or there has been a further breach of policy during the lifetime of a written warning then the employee must be informed and asked to attend a second hearing.

1. The employee should be provided with the right to be accompanied.

2. Medical reports must be sought prior to the date of the hearing and results made available to both parties.

3. The employee should be given the right to present any evidence in mitigation.

4. The employee should be informed of the need to improve their record and the possibility of dismissal if they do not do so. The employee must be informed of their right to appeal against this decision.. This should be confirmed in writing to the employee and held on their personnel file for 18 months.

Final formal hearing

Invitation to hearing - model letter

1. The employee must be given full details of the case and the possible consequences prior to attendance.

2. The employee should be provided with the right to be accompanied.

3. All medical evidence should be taken and considered before a final decision is taken.

4. If the decision is taken to dismiss the employee then this should be done by giving full entitlement to notice (even if sick pay is exhausted).

5. The employee must be informed of their right to appeal against this decision.