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Absence review meeting invitation letter

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Our Absence Review Meeting Invitation Letter Template streamlines the process, ensuring timely and structured discussions for improved attendance.

If you have concerns over an employee's absence record, use this model invitation letter to request that they attend a review meeting to discuss the situation.

Reading time
How long to understand and implement this letter?
10 mins
Word count
How many words in this letter?
277
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What is an Absence review meeting invitation letter?

An absence review meeting is a discussion between an employer and employee to address excessive or concerning absences. The purpose is to identify reasons, discuss impacts, and find solutions. The employer reviews the absence record, policies, and regulations, while the employee provides input on their situation. Together, they create an action plan to improve attendance, set goals, and provide support as needed.

Best practice timescale for this to be issued
When should this letter be issued?
No later than 2 clear working days prior to the meeting, to ensure that the employee has reasonable time to prepare
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

How can I ensure that this letteris executed effectively?

Step Description Responsibility Timing (Days from Decision)
1 Review Absence Record: Assess the employee's absence history to determine the need for an absence review meeting. HR / Supervisor N/A
2 Schedule the Meeting: Arrange a suitable date and time for the absence review meeting. HR / Supervisor Day 1
3 Prepare Meeting Agenda: Outline the topics to discuss during the absence review meeting. HR / Supervisor Day 2
4 Draft the Invitation Letter: Create the absence review meeting invitation letter with details of the meeting. HR / Legal Team Day 3
5 Issue the Invitation Letter: Send the invitation letter to the employee, confirming the meeting details. HR / Supervisor Day 4

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

There are several employment laws that should be considered to ensure that the meeting is conducted fairly and lawfully. Some of the key employment laws to consider include:

  • The Equality Act 2010: This law prohibits discrimination against employees on the basis of protected characteristics such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Employers should ensure that the invitation letter does not discriminate against any employee based on any of these characteristics.

  • The Employment Rights Act 1996: This law sets out the minimum notice periods for certain types of employment meetings, including disciplinary and grievance meetings. Employers should ensure that they provide sufficient notice to employees before the absence review meeting.

  • The Data Protection Act 2018: This law sets out the requirements for processing personal data, including employee data. Employers should ensure that they are complying with data protection requirements when sending out the invitation letter.

  • The Working Time Regulations 1998: This law sets out the maximum working hours, rest breaks, and annual leave entitlements for employees. Employers should ensure that the absence review meeting does not interfere with an employee's statutory rest periods or annual leave entitlements.

  • The Health and Safety at Work etc. Act 1974: This law places a duty on employers to ensure the health, safety, and welfare of their employees. Employers should ensure that the absence review meeting is conducted in a safe and appropriate environment.

In addition to these laws, employers should also consider any relevant company policies or procedures that apply to absence management and ensure that they are following them appropriately.


Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Absence review meeting invitation [Delete this line]

[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Absence review

I refer to your recent absence from work for [reason] which began on [start date] and ended on [send date]. You have now taken [days] days sick absence in the last 12 months over [occasions] occasions.

[I am concerned that your attendance record is poor.

[or]

Your level of absence has now met one or all the triggers as outlined below: [please delete/update as applicable (in accordance with your Sick Absence Policy)]

  • In any [months]-month period, [total] or more instances of sickness absence of any duration.
  • In any [months]-month period, where the sickness absence adds up to a total of [total] or more calendar days.
  • In any [months]-month period, any other recurring, recognisable pattern, such as frequent absenteeism on a Friday, Monday, before or after Public Holidays or Annual Leave.
  • A Bradford score of [score] or more in a [months]-month rolling period.]

I would like to arrange a meeting with you on [date] at [time] in [location] to discuss your level of absence in more detail. [name (usually an HR department representative)] will also be in attendance.

During the meeting we will review your absence record, explore the reason for each absence and discuss any support or adjustments which may assist you to reduce your absence levels. The meeting will also be an opportunity to raise any difficulties or concerns.

The outcome of this meeting will be to agree an action plan, which may include a target for improvement.

You may be supported at this meeting by a trade union representative or work colleague.

I look forward to meeting you and if you have any questions in the meantime, please don't hesitate to contact me.

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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Get much more with our
Absence and attendance template toolkit:
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In which communication or process sequence does this template belong?

Previous step
Guides
Guide to absence improvement

Our absence improvement guide offers insights and strategies for improving employee attendance and reducing absenteeism.

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Absence review meeting invitation letter template
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Scripts
Absence review meeting script

Our Absence Review Meeting Script Template facilitates constructive discussions, identifying causes and solutions for improved attendance.

Absence review meeting invitation letter
absence review meeting invitation letter