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Sickness absence (38)

Attendance procedure
Our attendance procedure provides a process for dealing with genuine but persistent short-term sickness absence. It's not suitable for long-term incapacity cases.ApplicationA dismissal due to persistent short-term sickness absence could either be due to conduct, capability or some other substantial reason... Read more
DOWNLOAD September 2019
Type: Procedure
Confirmation of outcome of long-term incapacity dismissal appeal meeting
After holding an appeal against the decision to dismiss the employee on long-term incapacity grounds, you need to formally notify them of the outcome. The decision on an appeal will be final.A final decisionAfter hearing what the employee has to say as part of their appeal, for example they might provide... Read more
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Type: Letter
Consent to medical report follow up letter
Use our letter where an employee has either declined to consent to your seeking a medical report on them or to its subsequent disclosure to you by their doctor. The sanction is that you may have no choice but to make a decision about their ongoing employment without the benefit of that medical information,... Read more
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Type: Letter
Conversion of sickness absence to holiday form
Our form enables you to agree to an employee taking their recent short-term sickness absence as annual leave, if that's what they would rather do so that they receive full pay rather than SSP only. However, watch out for employees who try to use it to play the system.SSP onlyWhen employees come back... Read more
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Type: Form
Counselling form
Use our form to arrange counselling for employees. You may either offer a professional stress counselling service directly or for most small businesses it will be more appropriate to outsource this service. This will help in your defence of any personal injury claim should an employee subsequently suffer... Read more
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Type: Form
Dismissal due to unsatisfactory attendance
When you want to implement a dismissal on the ground of unsatisfactory attendance levels, use our dismissal letter. This is the final sanction under our attendance procedure.Potentially fair dismissal reasonIf you dismiss an employee due to their poor attendance record caused by their recurring short-term... Read more
DOWNLOAD May 2019
Type: Letter
Employee absence record form
The average employee in the private sector has around six days' sickness absence each year; the ideal level for any employer is nil. Recording this type of absence in one place allows you to immediately identify how much time off an employee has taken due to ill health. It's also clear evidence if you... Read more
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Type: Form
Fitness for work self-declaration form
Our form is for employees to declare their own fitness to return to work following a period of medically certificated sickness absence. Use it where an employee returns to work following sickness absence in circumstances where there are genuine doubts over their fitness. No confirmation requiredThere's... Read more
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Type: Form
Invitation to attend return-to-work interview
It's a proven fact that any employee who is required to attend a return-to-work interview following a period of sickness absence will think twice about taking any time off in the first place. Invite an employee to attend this type of meeting using our letter. Slashing absence rates Return-to-work interviews... Read more
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Type: Letter
Letter advising employee to remain at home until medical evidence obtained about suitability to work
It's not unusual for some employees to want to return to work after a bout of sickness absence before they are well enough to do so, or to refuse to go off sick when they're clearly not fit to work. More often than not, this is for financial reasons, for example if they only receive statutory sick pay... Read more
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Type: Letter
Letter confirming temporary work alterations
Our letter confirming temporary work alterations assists you where, as a result of the GP's recommendations in the statement of fitness for work, you've agreed a return to work plan with your absent employee. Don't forget to set a date for review of the temporary arrangements.Agreed returnWhen agreeing... Read more
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Type: Letter
Letter declining fit note recommendations
 Letter declining fit note recommendations Employers are not obliged to accept the advice set out in a fit note. Before taking any decision, however, you must discuss it with the employee. If you decide to reject it, your reasons should be set out in writing. Our letter declining fit note recommendations... Read more
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Type: Letter
Letter enclosing Form SSP1
You must provide Form SSP1 to an employee when their SSP is coming, or has come, to an end as the information you give on it will help the government to decide on the employee's benefit claim. If you know in advance that the employee's SSP is to end before their incapacity does, make sure you issue the... Read more
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Type: Letter
Letter following review of employee initially not fit for work
Use our letter when you are dealing with an employee who has been on long-term sick leave and been unable to return as their GP has signed them off as "Not fit for work".When to use this letterYou need to hold a review meeting where an employee is on long-term sick leave. Use this letter to confirm the... Read more
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Type: Letter
Letter notifying reversion to SSP
Under the terms of your employees' contracts of employment, you may provide that employees will get statutory sick pay (SSP) only in the event of sickness absence. Alternatively, you may have a discretionary or contractual sick pay scheme. In these cases, during long-term sickness absence there may come... Read more
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Type: Letter
Letter of dismissal on long-term incapacity grounds
Use our letter when dismissing an employee due to long-term sickness absence. You must first have followed a fair dismissal procedure, including obtaining medical evidence and consulting with the employee and considering the severity of the impact that the employee's continued absence is having on your... Read more
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Type: Letter
Letter requesting attendance at a medical examination and medical examination consent form
As an alternative to requesting a medical report from an employee's own GP or consultant, there is the option of the employee undergoing a medical examination by an independent doctor that you've appointed.  You will still need the employee's consent, so you should write to them enclosing a form for... Read more
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Type: Letter
Letter requesting consent to obtain medical report and medical report consent form
When you require a medical report from an employee's GP or consultant, you will first need their written consent in order to comply with the Access to Medical Reports Act 1988. You should write to the employee with an explanation of their rights under this Act and enclose a consent form for them to sign... Read more
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Type: Letter
Letter requesting home visit with sick employee
Under the terms of our sickness absence policy, you can request a home visit with a long-term sick employee. To enable you to do this, use our letter. When making home visits, be sensitive, don't try to bully the employee into committing to a return-to-work date and never discuss the possibility of dismissal.Letter... Read more
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Type: Letter
Letter requiring statement of fitness for work
All employers can, and should, ask for evidence of sickness absence. For the first seven calendar days this is usually in the form of a self-certificate. Thereafter, you can insist on statement of fitness for work. Where this hasn't been forthcoming, send our letter which requests the documentation... Read more
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Type: Letter
Letter reviewing temporary working alterations
If you agree to implement temporary workplace adjustments, they will need to be periodically reviewed and amended if necessary. You can set the timescales here, but once a month should be the absolute minimum. Invite an employee to this type of review meeting using our letter.Up for review If you implement... Read more
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Type: Letter
Letter seeking authenticity of Statement of Fitness for Work
 Letter seeking authenticity of statement of fitness for work Fake, yet convincing, fit notes can be bought on the Internet for under £10. If you have doubts about the authenticity of such a document, write to the GP who supposedly issued it. As you aren't requesting medical information, you don't... Read more
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Type: Letter
Letter to doctor requesting medical report
It's possible to fairly dismiss an employee on the ground of lack of capability due to long-term ill-health but first you must take all reasonable steps to find out the current medical position. This will involve obtaining a medical report. Also, be aware of the Equality Act 2010.Medical evidenceBefore... Read more
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Type: Letter
Letter to sick employee requesting contact
Our letter asks your employee to get in touch with you where they're on long-term sick leave and you've been unable, for whatever reason, to get hold of them to check on their progress and to discuss a possible return to work. Long-term absenceOnce sickness absence goes into a second calendar week, you... Read more
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Type: Letter
Letter withdrawing SSP
Use our letter where you're not going to pay SSP either because of the employee's failure to comply with your sickness absence reporting requirements or you have good reason to doubt that the employee's incapacity is genuine. If your employee disagrees with you, they're entitled to seek a formal decision... Read more
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Type: Letter
May be fit for work acknowledgement letter
Our letter acknowledging that an employee may be fit for work sets up a telephone meeting with an employee where their GP has stated they may be fit for work if appropriate adjustments are made. Discuss the contents of the statement of fitness for work and possible options with your employee with a view... Read more
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Type: Letter
Medical examination request to independent doctor
It's possible to fairly dismiss an employee on the ground of lack of capability due to ill health but first you must take all reasonable steps to find out the current medical position. This involves obtaining a medical report. A strong alternative to approaching the employee's own GP, specialist or consultant... Read more
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Type: Letter
Meeting request following long-term incapacity
Meeting request following a period of long-term incapacityOnce you've obtained a medical report, the next stage is to arrange a meeting with your absent employee to discuss its contents and any recommendations that it makes. In particular, you should explore when the employee might be fit to return to... Read more
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Type: Letter
Not fit for work acknowledgement letter
Our letter sets out the employee's rights and obligations when on sick leave where they've been assessed as not fit for work, so there can be no misunderstandings. However, you don't need to send it out each time you receive a statement of fitness for work from the employee - once is enough, unless the... Read more
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Type: Letter
Notice of absence management meeting
It's potentially fair to dismiss an employee because of an unsatisfactory attendance record caused by persistent but genuine short-term sickness absences, provided a proper procedure is followed which is fair and reasonable in all the circumstances and you act reasonably in treating the employee's poor... Read more
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Type: Notice
Notification of long-term incapacity dismissal appeal meeting
An employee has no statutory right to appeal against a dismissal on long-term incapacity grounds. However, it's preferable still to give the employee an opportunity to appeal as part of an overall fair dismissal procedure. Use our letter to inform them of the date and time of the appeal meeting.On appealWe... Read more
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Type: Letter
Notification of long-term incapacity meeting
When you reach the point that you're considering dismissing an employee on the grounds of long-term incapacity, you will need to set up a formal meeting to consult about your proposals before taking your final decision. This is an essential requirement of general fairness.A fair incapacity dismissalLong-term... Read more
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Type: Letter
Record of home visit with sick employee
Where you've arranged to visit a long-term sick employee at home to discuss their current state of health and any potential adjustments to support their return to work, make sure you keep a meeting record.  Purpose of home visitUnder the terms of our Sickness Absence Policy, you can request a home... Read more
DOWNLOAD October 2019
Type: Form
Reply to request to convert holiday to sickness absence
Use our response letter where an employee requests to convert holiday to sickness absence after falling ill on annual leave. Our letter approves the request if they've followed your sickness absence reporting procedure and provided evidence of incapacity. There are also options to decline it if there's... Read more
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Type: Letter
Return to work interview form
You should always record the information an employee reveals to you during a return to work interview. The easiest way to do this is by using a standard form. This allows you to ask the same questions of all members of staff who go off sick and makes sure that you don't miss anything out. Use our return... Read more
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Type: Form
Self-certification of sickness absence form
Where an employee has been absent from work due to illness for seven days or less, you should ask them to complete a self-certificate form on their first day back at work. This should include a section to record the reason for their absence.Record-keepingIt's important to keep proper records of sickness... Read more
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Type: Miscellaneous
Sickness absence policy
Our policy statement sets out a detailed reporting procedure for both short-term and long-term sickness absence, including the provision of evidence of incapacity, consideration of statements of fitness for work, "return-to-work" interviews and home visits. It's always worth expressly setting out these... Read more
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Type: Policy
Warning/final warning of unsatisfactory attendance
Following an absence management meeting, if you want to formally warn the employee about their unsatisfactory attendance, use our warning letter. It can also be adapted for use as a final warning.Fair warningThe warning should set out the employee's unsatisfactory sickness absence record and what improvements... Read more
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Type: Letter