Letter Inviting Employee to Sickness Absence Meeting - Word & PDF Template Form

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Private and Confidential – Addressee Only

Dear ________,

RE: INVITATION TO A FORMAL MEETING TO DISCUSS YOUR SICKNESS ABSENCE

§1. Purpose of this letter

1.1 I am writing to invite you to a formal meeting to discuss your ongoing sickness absence and your health in connection with your employment. The purpose of the meeting is to understand the reasons for your absence, to discuss your current state of health, to explore your likely return to work and to consider whether any support or adjustments may assist you.

1.2 This letter relates to your continuous period of sickness absence from ________ to ________.

§2. Details of the meeting

2.1 The meeting will take place at ________ on ________.

2.2 The meeting will be held at ________. If you are unable to attend in person for health-related reasons, please contact me and we will consider alternative arrangements, such as holding the meeting remotely or at a more convenient location.

2.3 The meeting will be conducted by ________ (________). Notes of the meeting will be taken by ________.

§3. Medical information

3.1 We have considered the medical evidence available to us, including the medical report which you submitted. For ease of reference, the report records that:

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3.3 Any medical or health information you provide will be processed in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. Such information constitutes special category data and will be handled confidentially and used only for the purposes of managing your absence and your employment.

§4. Matters to be discussed

4.1 At the meeting we will look to discuss the following matters:

(a) the current state of your health and the reasons for your absence;

(b) whether we can reach agreement on a timeframe within which you may return to work, including whether such return should be phased. A phased return means that, although you have resumed work, you would not initially carry out your full duties and/or hours, but would build up to your full duties and/or hours over an agreed period;

(c) any reasonable adjustments to your role, working arrangements or workplace which may assist you, having regard to our duties under the Equality Act 2010 should your condition amount to a disability within the meaning of that Act;

(d) any other support that may be available to facilitate your recovery and return to work.

4.2 It is possible that it may be premature to agree a timeframe for your return to work. If this is the case, it may be necessary to review your health and any related matters at a further meeting. We encourage you to inform us of any other matters you wish to raise, either before or during the meeting.

§5. Your right to be accompanied

5.1 You are entitled to be accompanied at the meeting by a work colleague or a trade union representative. If you wish to be accompanied, please let me know the name and capacity of your chosen companion as soon as possible and in any event before the meeting.

§6. Conduct of the meeting and possible outcomes

6.1 The meeting will be conducted fairly and in accordance with our Sickness Absence Policy, a copy of which is contained in the Staff Handbook, and having regard to the Acas Code of Practice on Disciplinary and Grievance Procedures where applicable.

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§7. Confirmation of attendance

7.1 If you have any questions or require any further information before the meeting, please do not hesitate to contact me. I would be grateful if you could confirm your attendance as soon as possible. If you are unable to attend on the proposed date, please contact me to arrange an alternative.

7.2 We hope that, with the right support, we can assist you in returning to work, and we look forward to discussing this with you.

Yours sincerely,

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For and on behalf of ________