Absence Warning Letter Templates
Free absence management letter templates for UK employers. Trigger point letters, absence review invitations, and warning letters.
Use these templates to manage absence fairly and consistently.
Absence Review Meeting Invitation
[Company Name] [Company Address]
[Date]
Private & Confidential
[Employee Name]
Dear [Employee Name],
Invitation to Absence Review Meeting
I am writing to invite you to an absence review meeting to discuss your recent sickness absence.
Absence Record
Our records show that in the past [12] months, you have had:
| Measure | Your Record | Trigger Point |
|---|---|---|
| Occasions of absence | [X] | [Y] |
| Days absent | [X] | [Y] |
This level of absence has reached the trigger point in the Company's absence management policy.
Meeting Details
| Detail | Information |
|---|---|
| Date | [Date] |
| Time | [Time] |
| Location | [Room] |
| With | [Manager name] |
Purpose
This is a supportive meeting to:
- Discuss the reasons for your absence
- Understand any underlying health issues
- Explore what support we can provide
- Discuss any adjustments that might help
- Explain the Company's expectations regarding attendance
Right to be Accompanied
You have the right to be accompanied at this meeting by a work colleague or trade union representative.
Disability-Related Absence
If your absence is related to a disability or long-term health condition, please let me know so we can consider what reasonable adjustments might help you.
Documents
Please bring any relevant medical information, such as fit notes or letters from your doctor, that might help us understand your situation.
This meeting is not a disciplinary hearing. However, if attendance does not improve, formal action may be considered.
Please confirm your attendance by [date].
Yours sincerely,
[Name] [Job Title]
First Absence Warning Letter
[Company Name] [Company Address]
[Date]
Private & Confidential
[Employee Name]
Dear [Employee Name],
First Written Warning - Attendance
Following our absence review meeting on [date], I am writing to confirm the outcome.
Absence Record
Your absence record over the past [12] months is as follows:
| Period | Dates | Days | Reason |
|---|---|---|---|
| [Absence 1] | [Dates] | [X] | [Reason] |
| [Absence 2] | [Dates] | [X] | [Reason] |
| [Absence 3] | [Dates] | [X] | [Reason] |
| Total | [X] days | [X] occasions |
Discussion
At our meeting, you explained that [summary of reasons given/circumstances discussed]. I noted that [any relevant points from the discussion].
Decision
While I am sympathetic to [relevant circumstances], your level of absence has exceeded the trigger points in our absence management policy and is having an impact on [the team/the business/your colleagues].
I am therefore issuing you with a first written warning for unsatisfactory attendance.
This warning will remain on your file for [6/12] months.
Expected Improvement
I expect your attendance to improve to within acceptable levels, which means no more than [X] occasions or [X] days of absence in the next [X] months (unless related to an underlying condition for which adjustments are in place).
Support
To help you maintain good attendance:
- [Support measure 1, e.g., referral to occupational health]
- [Support measure 2, e.g., phased return if applicable]
- [Any agreed adjustments]
Monitoring
Your attendance will be reviewed again on [date]. We will meet on [date] to discuss your progress.
Consequences
If your attendance does not improve, or if you reach a further trigger point during the warning period, you may receive a final written warning, which could ultimately lead to dismissal.
Right of Appeal
You have the right to appeal against this warning. If you wish to appeal, please write to [Name, Job Title] within [5] working days stating your grounds.
Yours sincerely,
[Name] [Job Title]
Final Absence Warning Letter
[Company Name] [Company Address]
[Date]
Private & Confidential
[Employee Name]
Dear [Employee Name],
Final Written Warning - Attendance
Following our meeting on [date], I am writing to confirm that you are being issued with a final written warning for unsatisfactory attendance.
Background
You received a first written warning on [date] regarding your attendance levels. Since that warning, your attendance record has been:
| Period | Days Absent | Occasions |
|---|---|---|
| Since warning | [X] | [X] |
Decision
Despite the previous warning and the support offered, your attendance remains unsatisfactory. I am therefore issuing you with a final written warning.
This is the final stage before dismissal.
This warning will remain on your file for [12] months.
Required Improvement
You must achieve [X] or fewer occasions/days of absence in the next [X] months.
Consequences
You must understand that if your attendance does not improve to acceptable levels, or if there is further unsatisfactory absence during the period of this warning, you may be dismissed from your employment.
Right of Appeal
You may appeal this warning by writing to [Name] within [5] working days.
Yours sincerely,
[Name] [Job Title]
Return to Work Meeting Record
Return to Work Discussion
| Field | Information |
|---|---|
| Employee | |
| Date of meeting | |
| Absence from | |
| Absence to | |
| Total days | |
| Manager |
Questions
-
Are you fit to return to your full duties?
-
What was the reason for your absence?
-
Did you see a doctor? If so, what was the outcome?
-
Is this related to any ongoing health condition?
-
Is there anything we can do to help prevent similar absence?
-
Do you need any adjustments or support?
Absence Record Discussion
Current absence record: [X] days / [X] occasions in [X] months
Trigger point reminder: [X] days / [X] occasions
Actions Agreed
| Action | Responsibility | Date |
|---|---|---|
Employee Acknowledgement
I confirm this accurately records our discussion.
Employee signature: _________________ Date: _________
Manager signature: _________________ Date: _________
Key Points
Fair Process
| Step | Purpose |
|---|---|
| Track absence | Know the facts |
| Return to work meetings | Understand reasons |
| Review meeting | Formal discussion |
| Support offered | Show reasonableness |
| Warnings issued | If no improvement |
| Consistent application | Treat all fairly |
Protected Absences
| Type | Treatment |
|---|---|
| Pregnancy-related | Do not count towards triggers |
| Disability-related | Consider adjustments first |
| Work-related injury | Consider carefully |
Frequently Asked Questions
- When should I issue an absence warning?
- Issue warnings when absence reaches trigger points in your policy (e.g., 3 occasions or 10 days in 12 months). Always hold a meeting first to understand reasons. Consider whether disability or pregnancy-related absence should be treated differently.
- Can I dismiss someone for too much sickness absence?
- Yes, potentially, but you must follow a fair process. Consider whether absence is disability-related (duty to make reasonable adjustments), hold meetings to understand causes, issue warnings, and explore alternatives before dismissal.
- Should pregnancy-related absence count towards triggers?
- No. Counting pregnancy-related sickness absence towards triggers or taking action based on it is pregnancy discrimination. Record it separately and exclude from normal absence management.