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 and advises the
employee that personal data will be collected in accordance with the
Company’s Data Protection Policy.
The letter includes three possible outcomes to the meeting, namely that:
1. No further action is taken for the time being but specifies that a
further Stage 3 meeting will be taken in a specified period of time. This
option would be taken if, for instance, medical advice has been received
that the employee should be fit to return to work in the near future.
2. Reasonable adjustments have been made to the employee’s role in order to
enable them to return to work. These adjustments might include changes to
the role or working hours. There are optional clauses depending on whether
or not the changes are temporary or permanent.
3. A decision is taken to dismiss the employee. This option should be taken
if there is no reasonable likelihood that the employee will return to work
in the near future. Under this option, the employee is given the right to
appeal against the decision to dismiss.
Employers should be aware that, if the employee is receiving payments under
a permanent health insurance scheme, they should not usually be dismissed
as this would usually mean that payments under the scheme would end and the
dismissal is likely to be in breach of contract. This breach of contract
would probably be very relevant if an employment tribunal were to consider
the reasonableness of the dismissal.
An employee should not be dismissed if there are pregnancy-related reasons
for the absence.