Absence review meeting script template
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Supporting information
Employment law compliance
Documentation sequence
Decision-making milestones
Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.
If you have concerns over an employee's absence record, use this model script in an absence review meeting to ensure that you cover all important points.
An employer should hold a meeting where there is some concern the level of absence of an employee, such as frequency, pattern or number of occasions/days.
Absence review meeting script
1 [Preparing for the meeting]
1.1 Book a private room in an appropriate location and set sufficient time aside for the meeting.
1.2 Send a letter to the employee inviting them to the meeting, outlining its purpose and notifying them of their right to be accompanied.
1.3 Review the employee's absence record to identify any patterns / causes for concern.
1.4 Review notes or outcomes from any previous review / return to work meetings and reports from Occupational Health / medical practitioners.
1.5 Establish what further information needs to be obtained at the meeting and consider, but do not pre-empt, possible outcomes.
2 [Opening the meeting]
2.1 Introduce all people present and outline their role in the meeting.
2.2 Remind the employee of their right to be accompanied at formal meetings.
2.3 Clearly outline the purpose of the meeting and the format it will take, and let the employee know that an adjournment can be called at any time by either party.
Ensure the employee has been provided with a copy of the Sickness Absence Management Policy and knows
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What is this for?
The purpose of the Absence Review Meeting Script Template is to guide HR personnel and managers in conducting structured and productive meetings with employees to discuss their patterns of absenteeism.
The script provides a framework for addressing the reasons behind the employee's absences, identifying any underlying issues or challenges they may be facing, and collaboratively finding solutions to improve attendance. By using this template, HR can ensure consistency in conducting absence review meetings, promote open communication with employees, and implement appropriate measures to support and address any attendance-related concerns.
The template aids in fostering a positive and supportive work environment, encouraging employees to maintain regular attendance and contributing to overall workforce productivity and engagement.
Extended guidance
Employment law compliance
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Employment Rights Act 1996: Provides employees with the right to be accompanied by a colleague or trade union representative during absence review meetings.
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Equality Act 2010: Ensures that employees with disabilities or certain health conditions are treated fairly during the review process.
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Data Protection Act 2018: Requires that employee absence records and discussions during the meeting are handled confidentially and in compliance with data protection laws.
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Health and Safety at Work Act 1974: Employers must address any health and safety concerns that may contribute to employee absences.
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Working Time Regulations 1998: Ensures that employees' working hours and rest breaks comply with legal requirements to prevent fatigue-related absences.
Documentation sequence
Absence review meeting invitation letter template
Our Absence Review Meeting Invitation Letter Template streamlines the process, ensuring timely and structured discussions for improved attendance.
Concern about absence letter template
Our Concern about absence Letter template is used to notify an employee that you have a concern over their level of absence, that may warrant disciplinary action should it happen again.
Decision-making milestones
| Step | Description | Responsibility | Timing |
| 1 | Identify the need for an absence review meeting due to excessive or prolonged absences. | HR or Manager | As needed |
| 2 | Gather relevant information about the employee's absences, such as dates, reasons, and any supporting documents. | HR | Before the meeting |
| 3 | Schedule the absence review meeting with the employee and inform them about the purpose of the meeting. | HR or Manager | At least 3 days in advance |
| 4 | Conduct the absence review meeting, discussing the employee's absences, reasons, and potential impact on the team and work. | Manager or HR | On scheduled date |
| 5 | Conclude the meeting by providing feedback, discussing improvements, setting goals, and explaining any next steps, including using the "Absence Review Meeting Script" for consistent communication. | Manager or HR | At the end of the meeting |
