This letter should be used to confirm the outcome of a formal meeting under
a company’s long-term sickness absence management procedure. The meeting is
triggered when the employee reaches the level of absence identified in the
employer’s absence management procedure.
The letter summarises what was discussed at the meeting, advises the
employee that personal data will be collected in accordance with the
Company’s Data Protection Policy and advises the employee that they have
been issued with a first formal warning under the absence management
The letter also includes optional clauses concerning sick pay entitlement
and agreed reasonable adjustments to the employee’s employment e.g. changes
to the employee’s role or working hours.
Although the purpose of this long-term absence meeting is to encourage and
facilitate the employee’s return to work, it is also part of a process that
may later be needed to justify a dismissal as fair.