Name: Long term sick absence review meeting script template | Sep 26
Brand: HRDocBox
SKU: HRDBOX-728
Price: 9.99 GBP
Availability: InStock

What's included in this template?

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.

Opening and purpose of the meeting
Health and absence discussion
Medical advice and prognosis
Return-to-work considerations
Reasonable adjustments and support
Actions and follow-up

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1 Before the meeting

1.1 Before holding the meeting, review the employee's absence record, previous contact, fit notes, any occupational health information already available and any adjustments or support previously discussed.

1.2 Ensure that the meeting is arranged at a reasonable time and in an appropriate format. Depending on the circumstances, the meeting may take place in person, remotely or at another suitable location.

1.3 The employee should be told in advance what the meeting is intended to cover and should be given a reasonable opportunity to prepare.

2 Opening the meeting

2.1 "Thank you for meeting with me today. Before we start, I want to make clear that the purpose of this meeting is to review your absence, see how you are doing, understand whether there have been any changes in your circumstances and discuss whether there is anything we can do to support you."

2.2 "This is intended to be a supportive discussion. We do not expect you to provide information that you are uncomfortable sharing, and we will focus on information that is relevant to your work and any support we may be able to provide."

2.3 "We would also like to discuss whether there is any indication of when you may be able to return to work and whether there are any adjustments or other arrangements that might help you return when you are ready."

3 Current wellbeing and circumstances

3.1 "How are you doing at the moment?"

3.2 "Has there been any change in your circumstances since we last spoke?"

3.3 "How are things progressing in terms of your treatment or recovery, insofar as you are comfortable discussing this?"

"Is there anything you think it would be helpful for us to understand about

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What is a long term sick absence review meeting script?

Long term sick absence review meeting script template preview

Managing long-term sickness absence requires a balance between supporting the employee and understanding the likely impact of their absence on the organisation. This meeting script gives managers a practical framework for having constructive conversations without attempting to diagnose the employee or make assumptions about their health.

Understanding the employee's current position

The meeting provides an opportunity to establish how the employee is doing, whether their circumstances have changed and whether they have any indication of when they may be able to return to work. The discussion should focus on information relevant to work rather than unnecessary medical detail.

Exploring medical advice and likely timescales

Managers can ask about relevant medical advice, treatment and likely timescales where appropriate. Where the position remains unclear, the employer may consider obtaining further medical or occupational health advice, with the employee's involvement and appropriate consent where required.

Considering a supported return

The script encourages discussion of possible return-to-work options, including a phased return, amended duties, changes to working arrangements or other reasonable adjustments. The right approach will depend on the individual's circumstances and the nature of their role.

Agreeing clear next steps

Every review should finish with a clear understanding of what happens next. The manager can agree actions, identify any further information required, confirm support available and set an appropriate date for the next review.

Example

An employee has been absent with a health condition for approximately three months. They have remained in occasional contact with their manager but have not yet been able to give a firm return-to-work date. The manager arranges a long-term sickness absence review meeting and sends the employee an agenda in advance so they understand that the purpose is to discuss their wellbeing, progress and potential support.

During the meeting, the manager asks how the employee is progressing and whether there have been any changes since their last contact. The employee explains that treatment is continuing and that they expect to have a further medical review in four weeks. They are not currently fit to return to their full role but believe that a gradual return may be possible after the next medical review.

The manager discusses what a return might look like and asks whether there are any workplace barriers that the employee believes would make returning difficult. The employee identifies that their normal working pattern may initially be difficult. The manager agrees to explore a phased return and adjusted working hours, and explains that the organisation may also consider occupational health advice to help understand appropriate workplace support.

The meeting ends with agreed actions: the employee will update the manager after their next medical appointment, HR will arrange an occupational health referral with the employee's involvement, and the manager will consider suitable temporary adjustments. A further review is scheduled for four weeks later. A written record of the discussion and agreed actions is retained securely.

The wider HR process

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Explore the HR resources that may be relevant before and / or after using the Long term sick absence review meeting script, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.

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Long term absence dismissal letter

If an employee is unable to return to their job as a result of long-term absence and there are no suitable alternatives, send this model letter to confirm dismissal.

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Implementation guidance

Use these best practice actions, recommended timescales and process stages to understand when and how the Long term sick absence review meeting script should be used, helping ensure each step is handled consistently and appropriately documented.

Step	Description	Responsibility	Timing
1	Review the absence history, previous contact, available medical information and any existing workplace support before arranging the meeting.	Manager / HR	Before meeting
2	Hold a supportive discussion covering the employee's wellbeing, progress, likely timescales and any changes in their circumstances.	Manager / Employee	At review
3	Discuss medical or occupational health advice where relevant and explore whether a return to work or further workplace support may be possible.	Manager / Employee / HR	During review
4	Consider reasonable adjustments, phased return arrangements, amended duties or other appropriate support based on the employee's individual circumstances.	Manager / HR / Employee	During / after review
5	Agree actions, responsibilities and timescales, document the meeting and arrange the next review or other appropriate follow-up.	Manager / HR	At end of meeting

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Common mistakes

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.

Turning the meeting into an interrogation about the employee's medical condition.
Pressuring the employee to provide a return date when one cannot reasonably be predicted.
Failing to discuss reasonable adjustments or alternative ways of supporting a return.
Making assumptions about capability based solely on the length of the absence.
Failing to consider appropriate medical or occupational health advice where the position is unclear.
Holding repeated meetings without agreeing meaningful actions or a clear next step.

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HR considerations

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

Managing sickness absence

Employers should maintain appropriate contact with employees during long-term sickness absence and discuss their wellbeing, likely return and any support that may help them return to work. Acas recommends keeping in reasonable contact while being sensitive to the employee's circumstances. https://www.acas.org.uk/absence-from-work/keeping-in-touch-during-absence

Medical evidence

Employers can use medical evidence to help understand an employee's fitness for work and potential support. This may include a fit note or occupational health assessment. Employers should focus on information relevant to the employee's ability to work rather than seeking unnecessary medical detail. https://www.acas.org.uk/long-term-sickness-absence/returning-to-work-after-absence

Occupational health

Occupational health can provide advice about how an employee's health may affect their work, whether a return may be possible and what workplace adjustments or support might help. An occupational health assessment does not replace the employer's responsibility to make its own employment decisions. https://www.acas.org.uk/using-occupational-health-at-work

Reasonable adjustments

Where the employee is disabled under the Equality Act 2010, the employer may have a duty to make reasonable adjustments to remove or reduce disadvantage. Adjustments should be considered individually and discussed with the employee. https://www.legislation.gov.uk/ukpga/2010/15/section/20

Phased returns

A phased return may be appropriate where an employee is able to return but is not initially able to resume their full duties or normal hours. The arrangements should be agreed with the employee and reviewed to establish whether they remain appropriate. https://www.acas.org.uk/long-term-sickness-absence/returning-to-work-after-absence

Health information and data protection

Information about an employee's health is particularly sensitive personal information. Employers should only collect and use information that is necessary, ensure it has an appropriate lawful basis and protect it from inappropriate access or disclosure. https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/employment/information-about-workers-health-data-protection-and-the-dpa-2018/

Fair and consistent absence management

Long-term absence should be managed consistently, but not mechanically. Employers should consider the individual's circumstances, the nature of the condition, available medical evidence, reasonable adjustments and the likely impact on the organisation before deciding what action is appropriate.

Potential capability process

Where an employee remains unable to return after appropriate support and consideration of reasonable adjustments, an employer may ultimately need to consider whether further formal action under its capability or sickness absence procedure is appropriate. Dismissal for capability should not be treated as an automatic consequence of long-term sickness absence, and appropriate consultation and consideration of alternatives should take place.

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FAQs

How often should a long-term sickness absence review meeting take place?

There is no single statutory frequency. Reviews should be arranged at reasonable intervals based on the circumstances, the likely duration of the absence and the need to keep the position under review. Avoid unnecessary contact while also ensuring that communication does not simply stop.

Can a manager ask an employee about their medical condition?

Yes, but questions should be relevant and proportionate. The focus should generally be on the employee's ability to work, likely timescales, workplace impact and potential support rather than seeking unnecessary medical detail or attempting to diagnose the condition.

What if the employee cannot give a return-to-work date?

This is common with some long-term conditions. The manager should avoid pressuring the employee for a date they cannot reasonably provide. Instead, the discussion can focus on treatment, medical reviews, likely milestones, possible adjustments and when the position can next be reviewed.

Should occupational health be involved?

Occupational health can be particularly useful where the employee's prognosis, functional ability, likely return or appropriate adjustments are unclear. An assessment should be used to inform the employer's decision-making rather than simply to justify a predetermined outcome.

Can a long-term sickness absence eventually lead to dismissal?

It can in some circumstances, but dismissal should normally only be considered after the employer has properly reviewed the situation, obtained appropriate information, considered reasonable adjustments and alternatives, and followed a fair process. Long-term absence alone does not automatically justify dismissal.

Why use HRDocBox rather than AI?

AI can generate a generic sickness absence script, but HRDocBox templates are designed around UK HR practice and employment law. This script provides a structured framework for the sensitive issues managers need to cover, including medical information, occupational health, reasonable adjustments, return-to-work options, employee support and appropriate follow-up.

How this content is developed and reviewed

The Long term sick absence review meeting script 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.

About the author

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.

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