Absence improvement checklist template
Our Absence Improvement Checklist Form Template streamlines tracking and managing employee absences, enhancing productivity and reducing absenteeism.
This is a robust checklist to ensure that key matters are dealt with and considerations are made when managing an absence improvement programme.
It is vital that the message conveyed throughout the programme is clear and unambiguous.
10 mins
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What is an Absence improvement checklist?
The purpose of the Absence Improvement Checklist Form Template is to assist HR personnel and managers in identifying patterns of absenteeism among employees and implementing strategies to improve attendance.
This checklist form allows systematic tracking and analysis of employee absences, helping to pinpoint recurring issues and potential causes of absenteeism. By using this template, HR can develop targeted interventions, provide support to employees facing attendance challenges, and ultimately foster a more productive and engaged workforce.
The form serves as a valuable tool in implementing an absence improvement policy and promoting a positive attendance culture within the organisation.
Issued internally
The Employer (you) to the Employer (you)
Great Britain & NI (United Kingdom), Worldwide
What legislation or best practices underpin this template / should I be aware of?
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Employment Rights Act 1996: Employees' rights to statutory leave, such as annual leave and sick leave, are protected.
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Equality Act 2010: Ensures non-discrimination in managing absences, considering employees' protected characteristics.
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Health and Safety at Work Act 1974: Employers must ensure a safe work environment that minimizes absences due to work-related injuries or illnesses.
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Working Time Regulations 1998: Sets limits on working hours and rest breaks, which can impact employee attendance.
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Data Protection Act 2018: Ensures that employee data, including absence records, is handled securely and confidentially.
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Refer to your local employment legislation / labor laws to support the execution of the template. Review the wording for local accuracy.
Absence improvement checklist
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.
Why buy our Absence improvement checklist template?
- It's easily editable and implementable, saving you time and money
- It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
- You will maintain compliance with ACAS guidelines, legislation, and industry best practices
- Email notifications for any updates made to this template or its accompanying materials
- 12 months of unrestricted access without any additional costs (any update in that period is free to you)
- A 25% discount on all library, toolkit, and template purchases/renewals
