# delete as appropriate

## insert as appropriate

Dear ##

Re: First Formal Sickness Absence Review

In line with the University’s Sickness Absence Management Procedure, I am writing to confirm the agreed outcome of our meeting held on ##.

It was explained to you that you were asked to attend because you had an absence record which met one of the following criteria:

[Line Manager to choose and insert the most appropriate phrase]

# Short term sickness absence occurring at the following frequencies or patterns;

  • # 6 separate episodes in any 6 month period, or 10 or more days in a rolling 6 month period
  • # 12 separate episodes in any 12 month period, or 20 or more days in any rolling 12 month period
  • # there appears to be a pattern to the days that you have been absent

# Long term sickness absence which raised concern by meeting the following criteria;

  • # 4 weeks or more of continuing absence

# The outcome was that certain absences had mitigating circumstances and that those absences would be discounted.

# The outcome was that all absences had mitigating circumstances and that no further action is required.

# The outcome was that mitigating circumstances did not apply and that the dates and reasons for absence were as follows;

  • ##

# The outcome was that no absences were caused by work related issues.

# The outcome was that it will be appropriate for you to be referred to Occupational Health for a full assessment of your health in relation to your capacity to carry out your work and to recommend, where appropriate any changes which may be necessary to assist in your overall absence rate.

# The outcome was that certain absences were caused by work related issues and that I will investigate these further and, where possible, make appropriate adjustments and advise you of these changes.

# The outcome was that those absences were without mitigating circumstances, and must not again reach a trigger point. A failure to meet this target will bring about the necessity to hold a Second Formal Sickness Absence Meeting.

# The outcome was that this letter is to be regarded as your First Formal Sickness Absence Caution.

Your attendance will be monitored for a further three months and if a further sickness absence trigger point is reached, this will necessitate a second Formal Sickness Absence Review meeting.

Yours sincerely

## Name

## Title

cc Human Resources

………………………………………………………………………………………

Acknowledgement Slip

I acknowledge that the contents of the letter dated (insert date) are an accurate reflection of the First Sickness Absence Review Meeting held on (insert date).

Signed / Date
Name (print)