Model documents and policies
Downloadable and customisable documents relating to managing absence.
For documents relating to sickness absence refer to the sickness absence model documents page.
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Sign up now for free accessDeduction of wages due to unauthorised absence contract clause
Deduction of wages due to unauthorised absence contract clause
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Use this clause in a contract to inform an employee that if they are absent from work without authorisation a deduction will be made from their wages or salary.
Absence recording form
Absence recording form
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This form can be used to record employees' absences and includes details of reason for absence, expected date of return to work and whether a return to work interview has been carried out.
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Absence recording form.docx55.79 KB
Coding system for the cause of absence
Coding system for the cause of absence
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A table allowing the employer to make reference to both sickness and non-sickness absence.
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Employee absence record form
Employee absence record form
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This form provides the company with the opportunity to record employee annual absences and includes a key listing potential reasons for these absences.
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Sickness absence and capability policy and procedure - medical capability
Sickness absence and capability policy and procedure - medical capability
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This policy includes details on notification and certification, private medical certificates, return to work, medical examination, access to medical reports, extended absences, meetings, disability, dismissal, payments and insurance. It refers to personal data being handled in line with data protection policies.
Unusual or unexpected absence policy
Unusual or unexpected absence policy
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The purpose of this policy is to address absence that is not related to sickness, holidays, maternity/paternity/adoption/parental/dependency leave, career breaks or sabbaticals. The policy covers absence due to medical appointments, absence due to bad weather and absence due to travel disruption and other difficulties.
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Return to work guidance notes
Return to work guidance notes
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These notes explain the purpose of return to work interviews. It also outlines how the interview should be structured and includes some cautionary notes. It also covers the new Fit for Work service.
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Return to work guidance notes60.09 KB
Unauthorised absence letter (AWOL)
Unauthorised absence letter (AWOL)
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The letter explains that because the employee did not request leave or explain their absence, it will be considered unauthorised and further action will be taken.
The letter invites the employee to a meeting to discuss the matter further and confirms that if a satisfactory explanation for the absence is not provided, the meeting will be adjourned and a further meeting will be arranged under the organisation’s disciplinary procedure.
This letter should be sent along with the organisation’s absence reporting procedures.
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Unauthorised absence letter.docx58.28 KB
Letter concluding resignation following period of absence without leave by short service employee
Letter concluding resignation following period of absence without leave by short service employee
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Use this letter to conclude the resignation of an employee, who does not have two years' service at the date of concluded resignation, following a period of unauthorised absence. The letter outlines the attempts the organisation has made to contact the employee and confirms arrangements for final payment.
Letter to invite an employee to a meeting to discuss frequent short-term absences
Letter to invite an employee to a meeting to discuss frequent short-term absences
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This letter can be used to invite an employee to an informal meeting to discuss frequent short-term absences.
Letter to confirm outcome following a meeting to discuss frequent short-term absences
Letter to confirm outcome following a meeting to discuss frequent short-term absences
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This letter can be used to confirm the outcome following an informal meeting to discuss frequent short-term absences.
Letter to invite an employee to a formal capability hearing for frequent short-term absences
Letter to invite an employee to a formal capability hearing for frequent short-term absences
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This letter can be used to invite an employee to a formal capability hearing for frequent short-term absences.
This should only be used to invite the employee to a disciplinary hearing to discuss the employee’s capability, namely unsatisfactory attendance. It is not for conduct issues.
Letter to issue a verbal warning following a formal capability hearing for frequent short-term absences
Letter to issue a verbal warning following a formal capability hearing for frequent short-term absences
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This letter can be used to issue a verbal warning following a formal capability hearing for frequent short-term absences.
Letter to issue a written warning following a formal capability hearing for frequent short-term absences
Letter to issue a written warning following a formal capability hearing for frequent short-term absences
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This letter can be used to issue a written warning following a formal capability hearing for frequent short-term absences.
Letter to issue a final written warning following a formal capability hearing for frequent short-term absences
Letter to issue a final written warning following a formal capability hearing for frequent short-term absences
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This letter can be used to issue a final written warning following a formal capability hearing for frequent short-term absences.
Letter to dismiss an employee following a formal capability hearing for frequent short-term absences
Letter to dismiss an employee following a formal capability hearing for frequent short-term absences
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This letter can be used to dismiss an employee following a formal capability hearing for frequent short-term absences.
This letter should only be used following a full capability process has been followed, including at least two formal warnings, formal review periods, and discussion of reasonable adjustments that may allow the employee to meet the standards expected.
Letter to invite an employee to an appeal hearing following a formal outcome for frequent short-term absences
Letter to invite an employee to an appeal hearing following a formal outcome for frequent short-term absences
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This letter can be used to invite an employee to an appeal hearing following a formal outcome for frequent short-term absences.
Letter to confirm the outcome of an appeal hearing following a formal outcome for frequent short-term absences - upheld
Letter to confirm the outcome of an appeal hearing following a formal outcome for frequent short-term absences - upheld
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This letter can be used to confirm the outcome of an appeal hearing following a formal outcome for frequent short-term absences, when the outcome has been upheld.
Letter to confirm the outcome of an appeal hearing following a formal outcome for frequent short-term absences – decision overturned
Letter to confirm the outcome of an appeal hearing following a formal outcome for frequent short-term absences – decision overturned
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This letter can be used to confirm the outcome of an appeal hearing following a formal outcome (such as a warning) for frequent short-term absences, when the initial decision has been overturned.
Letter to confirm the outcome of an appeal hearing following a formal outcome for frequent short-term absences – decision overturned, formal warning issued
Letter to confirm the outcome of an appeal hearing following a formal outcome for frequent short-term absences – decision overturned, formal warning issued
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This letter can be used to confirm the outcome of an appeal hearing following a formal outcome (such as a warning) for frequent short-term absences, where the initial decision has been overturned and a formal warning issued.
Letter to confirm the outcome of an appeal hearing following dismissal for frequent short-term absences – decision overturned, FWW issued
Letter to confirm the outcome of an appeal hearing following dismissal for frequent short-term absences – decision overturned, FWW issued
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This letter can be used to confirm the outcome of an appeal hearing following dismissal for frequent short-term absences, where the decision has been overturned and a final written warning issued.
Agenda for self-management training on absence
Agenda for self-management training on absence
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This document states what to include in an agenda for self-management training on absence, including an introduction and sections on looking at your absence, goal-setting, self-administering rewards and punishments and maintenance.
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Agenda for training line managers on absence management
Agenda for training line managers on absence management
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This document states what to include in an agenda for training line managers on absence management. The topics include rehabilitation and return to work (including referrals to the Fit for Work service) and promoting attendance.
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