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Short term absence review meeting outcome letter

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Our Short Term Absence Review Meeting Outcome Letter template communicates the outcome of discussions, outlining agreed-upon actions to address absences effectively.

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How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
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What is a Short term absence review meeting outcome letter?

A Short-Term Absence Review Meeting Outcome Letter is a written document that summarises the results of a meeting between an employee and their manager or HR representative to discuss a pattern of short-term absences.

The letter serves as a record of the meeting and the agreed-upon actions, and is usually provided to the employee for their reference.

Best practice timescale for this to be issued
When should this letter be issued?
As soon as possible after a decision is made
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

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

United Kingdom

Here are some key UK employment legislation considerations to keep in mind when implementing a Short-Term Absence Review Meeting Outcome Letter:

  • The Equality Act 2010: The letter must not contain any discriminatory language or assumptions, and any recommendations or actions must be fair and applied consistently to all employees.
  • The Data Protection Act 2018 and the GDPR: The letter must handle the employee's personal data in compliance with these regulations and should be securely stored and accessible only to authorized personnel.
  • The Employment Rights Act 1996: The letter should make clear the employee's right to appeal the decision or seek further advice or support, and include information on the process for doing so.
  • The Company's Policies and Procedures: The letter should be in line with the company's policies and procedures regarding absence management, and should not deviate from any stated protocols.
  • The ACAS Code of Practice on Disciplinary and Grievance Procedures: The letter should be written in a clear and concise manner, outlining the key points discussed during the meeting and any agreed-upon actions or recommendations.
  • The employee's Contract of Employment: The letter should not conflict with any terms of the employee's contract of employment, and any actions agreed upon should be in line with their job description and responsibilities.

Other territories

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

Short term absence review meeting outcome [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],

Thank you for attending our return-to-work meeting on [date]. I am writing to confirm what we agreed at the meeting.

The meeting was convened following your absence from [date] to [date]. As I explained previously, the purpose of return-to-work interviews is to manage and monitor all employees' absence and attendance to identify any problem areas and offer support where appropriate.

You told me that the reason for your absence was [reason]. [I reminded you of the organisation's sickness notification procedures and that those must be followed where you are absent because of illness.]

We discussed this and in particular [insert any particular points that arose, for example if the reason for absence is personal or family problems or work-related stress, or if there is an underlying medical condition].

During the meeting, we agreed [insert what was agreed, for example changes to working time, redeployment, reduced or changed duties or working from home, and whether they are to be permanent or temporary (and if temporary their duration, which may be until any review meeting)].

[We also agreed that we would meet to review these changes and whether or not they are working, and that the review will take place at [time] on [date] at [location].]

[I mentioned at the meeting that I would like to get a medical report on your condition so that I can be better informed about your illness and its consequences and offer support where appropriate. I enclose a medical report consent form. Please sign and return this to me by [date].]

If there is no improvement in your attendance, the next step may be formal action.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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Short term absence review meeting outcome letter template
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Short term absence review meeting outcome letter
short term absence review meeting outcome letter