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Model documents and policies

Downloadable and customisable documents relating to managing absence.

For documents relating to sickness absence refer to the sickness absence model documents page.

Deduction of wages due to unauthorised absence contract clause
Deduction of wages due to unauthorised absence contract clause
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Use this clause in a contract to inform an employee that if they are absent from work without authorisation a deduction will be made from their wages or salary.
Absence recording form
Absence recording form
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This form can be used to record employees' absences and includes details of reason for absence, expected date of return to work and whether a return to work interview has been carried out.
Unauthorised absence letter
Unauthorised absence letter
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The letter explains that because the employee did not request leave or explain their absence, it will be considered unauthorised and further action will be taken. The letter invites the employee to a meeting to discuss the matter further and confirms that if the company is not satisfied with the explanation for the absence, the meeting will be adjourned and a further meeting will be arranged under the organisation’s disciplinary procedure. This letter should be sent along with the organisation’s absence reporting procedures.
Agenda for self-management training on absence
Agenda for self-management training on absence
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This document states what to include in an agenda for self-management training on absence, including an introduction and sections on looking at your absence, goal-setting, self-administering rewards and punishments and maintenance.
Agenda for training line managers on absence management
Agenda for training line managers on absence management
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This document states what to include in an agenda for training line managers on absence management. The topics include rehabilitation and return to work and promoting attendance.
Unusual or unexpected absence policy
Unusual or unexpected absence policy
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Previously Modified

 

The purpose of this policy is to address absence that is not related to sickness, holidays, maternity/paternity/adoptive/parental/carer's leave, career breaks or sabbaticals. The policy covers absence due to medical appointments, absence due to bad weather and absence due to travel disruption and other difficulties.

Response to Long Covid policy
Response to Long Covid policy
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This policy outlines what long-Covid is understood to be, the known symptoms of it and how employees who are suffering from long-Covid will be managed. 

Letter to employees regarding long Covid
Letter to employees regarding long Covid
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This letter outlines to staff that the company is aware of long-Covid and will take steps to help those who are suffering from it. 

Letter confirming adjustments have been put in place due to long Covid
Letter confirming adjustments have been put in place due to long Covid
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This letter lists all adjustments and advises the employee that they may be temporary, and will be reviewed. 

Letter arranging a meeting with employee to discuss long Covid
Letter arranging a meeting with employee to discuss long Covid
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This letter should be sent in response to a manager being made aware that an employee has long-Covid and invites them to a meeting to discuss potential options to support that employee. 

Adjustments for long Covid action plan
Adjustments for long Covid action plan
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This form allows for changes made as a result of adjustments made due to long-Covid to be listed.