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Long term absence review meeting invitation letter

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Our Long Term Absence Review Meeting Invitation Letter template invites employees to a meeting to discuss extended absences, ensuring a supportive and structured approach.

Use this template to invite an employee on long term sick to a formal meeting to discuss their absence, what support they may need to facilitate a return to work, and document any adjustments that would be beneficial when they return.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
313
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What is a Long term absence review meeting invitation letter?

This template is designed to formally invite an employee to a long-term absence review meeting, detailing the date, time, and location. It provides a clear structure to ensure effective communication and procedural fairness. The letter's purpose is to facilitate a comprehensive discussion, enabling employers and employees to collaboratively address long-term absence, consider support measures, and determine the way forward.

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

Long term 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 current absence from work which began on [DATE]. At this time you are currently signed off work until [DATE].

As you have been absent for [NUMBER] month[s] OR As [EVENT - e.g. I have now received a copy of your latest occupational health report] I would like to arrange a meeting with you on [DATE] at [TIME/LOCATION]. The aim of this meeting is to: [Select appropriate points from below depending on the nature of the absence and what needs to be covered]

  • Obtain an update on your current health & the level of progress made since the start of the absence (if any)
  • Discuss the likely duration of your absence
  • Explore any supports or adjustments which may assist a return to work
  • Discuss whether or not a referral to Occupational Health is appropriate/Discuss the latest Occupational Health Advice
  • Update you on relevant workplace developments
  • Give you an opportunity to raise any difficulties or concerns
  • Discuss any next steps in the process

[The points below are specific to longer-term cases where earlier meetings have already referred to these possible courses of action. Please seek HR support for such cases]

  • [Discuss whether redeployment is appropriate]
  • [Determine whether ill-health retirement is appropriate]
  • [Explain the possible progression to a capability hearing (including its potential outcomes)]

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

Should you wish to meet in an alternative location or if you would prefer for me to visit you at home [Edit depending on absence/condition], please let me know by contacting me on [DETAILS]. [Manager considering a home visit should conduct a risk assessment for lone working and it may be appropriate to be accompanied on the visit].

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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Absence review meeting script

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

long term absence review meeting invitation letter