Use the following template to confirm an informal absence warning. If the level of absence does not improve, then you should manage this through your disciplinary procedure. See our guide to managing absence .

The text in <italics> is only there to help you, and will not appear in your letter.

PRIVATE AND CONFIDENTIAL

<Name of employee:>
<Address:>
<Our ref:>
<Date:>

 

Dear <name:>

I am writing to confirm our discussions <date or "earlier today" etc:> in the presence of
<management witness:>,
<tick if the following is applicable:> .

Since <date or period eg " the beginning of this year":> you have been absent from work on
<number:> occasions, for a total of <number:> days.

Tick if you wish to include any further details, eg Bradford factor rating:   
Your Bradford Factor Score is therefore now SPECIFY.

Whilst we are sympathetic to genuine ill-health, and are keen to act in the interests of both you and
<name of employer:> , I feel sure that you will appreciate the adverse effect that such absence has on the running of your department.

I confirm that we will continue to closely monitor your attendance and will aim to provide any support that you require to improve this. However, should your current level of absence not improve to a satisfactory level then we will have to seriously review the situation.
<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.

If you are unable to do this, then we will consider whether a medical report is necessary to establish whether there are any underlying health reasons of which we need to be aware, and it may be that we have to take disciplinary action.

We very much hope that your health and attendance will improve. Please contact me if I can be of any assistance.

Yours sincerely