Absence - confirm warning - letter
Use the following template to confirm an informal absence warning.
If the level of absence does not improve, you should manage this through
your disciplinary procedure . See our guide to
handling absence due to sickness and injury .
The text in <italics> is only there to help you and will not
appear in your letter.
PRIVATE AND CONFIDENTIAL
I am writing to confirm our discussions
<"on DATE" or "earlier today":>
<tick if you were accompanied by another member of management (recommended) and insert the details:>
<tick if the employee was offered the right to be accompanied and insert the details - note this is
NOT a disciplinary hearing and so there is no legal entitlement to be accompanied:>
Since <date or period eg "the beginning of this year":>
you have been absent from work on
for a total of
<Tick if you wish to include any further details, eg briefly describe the
reasons for the absences, the fact that these all seem to be unrelated or, if you use the
Bradford Factor to trigger a review then you may wish to include the
employee's Bradford Factor score:>
You told us that you were not aware of any underlying health
reasons that would account for this level of absence, and
we expressed our concern about the frequency of these short
absences and the difficulties we have in covering for
Your Bradford Factor score is now SPECIFY which prompted an
automatic review under our absence procedure. As you may
be aware, the Bradford Factor takes into account both the
level of sickness and the frequency of absences.
Whilst we are sympathetic to genuine ill-health, and are keen to act
in the interests of both you and
<name of employer or "the business":>
I feel sure that you will appreciate the adverse effect of such a high level
I confirm that we will continue to closely monitor your attendance. Please
let us know if there is any reasonable support that we could offer that will
assist you to improve this.
<Specify targets which you would consider reasonable:>
We would hope that you can achieve at least the following level of
attendance over the next SPECIFY PERIOD eg "three months": SET
REASONABLE TARGETS - SPECIFY NUMBER OF DAYS AND NUMBER
OF PERIODS OF ABSENCE.
Should your level of attendance not improve to a satisfactory level,
we will review the situation with you. We may request a medical report to
establish whether there are any underlying health reasons of which we need
to be aware and to gain professional guidance regarding any practical
steps that may assist you in improving your attendance. We may also need
to take disciplinary action, a step which we would prefer to avoid
We very much hope that your health and attendance will improve.
<Tick if you wish to include:>
In the meantime, I enclose a copy of our absence policy and
ask you to read this carefully and ensure that you always
follow our notification of absence procedure.
Please let me know if you have any queries or concerns
regarding this letter, or if you feel that there is anything
more that we can do to help you to improve your attendance.
<Tick if you are including any enclosures, and list these.>
- copy of absence policy
- copy of attendance record