An absence warning letter is issued when an employee’s absence record — whether frequent short-term or persistent unauthorised — reaches a level that requires formal management. UK employers should follow the ACAS Code of Practice on Disciplinary and Grievance Procedures, which sets out a staged approach: informal discussion, written warning, final written warning, and dismissal as a last resort.
Key Takeaways
- Absence warning letters must follow the ACAS Code of Practice — failure to do so can result in up to 25% uplift on any Employment Tribunal award.
- Separate sickness absence from conduct — short-term sickness absence should be managed through absence management, not the disciplinary procedure, unless there is evidence of abuse.
- Each warning must specify the reason, the improvement required, the timescale, and the consequences of not meeting the standard.
- Disability-related absence cannot be managed through the standard absence warning process — reasonable adjustments must be considered first.
- A fair process includes the right to be accompanied, the right to appeal, and documented evidence of the absence record.
Template 1: Invitation to Absence Review Meeting
Before issuing any formal warning, invite the employee to a meeting to discuss their absence record.
Subject: Invitation to Absence Review Meeting
Dear [Employee Name],
I am writing to invite you to an absence review meeting to discuss your attendance record.
Over the past [period], your recorded absence is [X] days across [Y] separate instances, which has reached the threshold outlined in our absence management policy.
The purpose of the meeting is to:
- Discuss the reasons for your absences
- Explore whether any support or adjustments are needed
- Agree on an expected level of attendance going forward
The meeting will be held on [Date] at [Time] in [Location]. You have the right to be accompanied by a work colleague or trade union representative. Please let me know if you require any reasonable adjustments for the meeting.
Best regards,
[Your Name]Send this letter at least [X] working days before the meeting — ACAS recommends giving enough time for the employee to prepare and arrange representation.
Template 2: Stage 1 — Written Warning (First Formal Warning)
Issue this after the absence review meeting if the attendance record does not improve within the review period, or if the meeting identifies a conduct issue.
Subject: Formal Written Warning — Absence [Employee Name]
Dear [Employee Name],
Following our absence review meeting on [Date], I am writing to confirm that you are being issued with a Stage 1 written warning regarding your attendance.
**Reason for warning:**
Your absence record over the past [period] shows [X] days of absence across [Y] instances. This level of absence is above the threshold set out in our absence management policy and requires improvement.
**Required improvement:**
I expect your attendance to improve to a level that is consistently in line with policy expectations. Specifically, I expect to see no more than [Z] instances of absence in the next [review period].
**Review period:**
This warning will remain on file for [period, e.g. six months]. Your attendance will be reviewed on [Review Date].
**Consequences of not meeting the standard:**
If your attendance does not improve by the review date, this may result in further formal action, up to and including a final written warning.
**Right of appeal:**
If you wish to appeal this decision, please write to [HR Contact / Manager] within five working days of receiving this letter, stating your grounds for appeal.
You have the right to be accompanied at any appeal meeting.
Yours sincerely,
[Your Name]The warning should be specific about what “improvement” looks like. Vague expectations (“attend more reliably”) are harder to enforce than measurable ones.
Template 3: Stage 2 — Final Written Warning
Issued when the first warning period has elapsed without sufficient improvement.
Subject: Final Written Warning — Absence [Employee Name]
Dear [Employee Name],
Following our meeting on [Date] and your previous Stage 1 written warning dated [Date], I am writing to confirm that you are being issued with a final written warning regarding your attendance.
**Reason for warning:**
Since the Stage 1 warning was issued, your attendance record has not improved to the required standard. Your absence record over the past [period] since the warning includes [X] further days of absence across [Y] instances.
**Required improvement:**
I expect immediate and sustained improvement in your attendance. Your attendance level must reach at least [target, e.g. 95% or as per policy] and remain at or above that level.
**Review period:**
This final written warning will remain on file for [period, e.g. 12 months]. Your attendance will be reviewed on [Review Date].
**Consequences of not meeting the standard:**
If your attendance does not reach and maintain the required level by the review date, this may result in dismissal.
**Right of appeal:**
If you wish to appeal this decision, please write to [HR Contact / Manager] within five working days of receiving this letter, stating your grounds for appeal.
Yours sincerely,
[Your Name]A final written warning should make the consequences clear without threatening dismissal in a way that could be seen as predetermined. The outcome must still depend on the facts at the review date.
Template 4: Invitation to Dismissal Hearing (Persistent Absence)
If the final warning period expires without improvement, the next step is a dismissal hearing — not a decision made in advance.
Subject: Invitation to a Hearing — [Employee Name]
Dear [Employee Name],
Further to our correspondence and the final written warning issued on [Date], I am writing to invite you to a hearing to discuss your continued absence record.
Since the final written warning was issued, your attendance record shows [X] further instances of absence, bringing your total to [Y] days over the review period. This remains below the required standard.
The purpose of the hearing is to consider whether your continued employment is sustainable given your absence record.
The hearing will be held on [Date] at [Time] in [Location]. You have the right to be accompanied by a work colleague or trade union representative. You are entitled to see any evidence that will be considered at the hearing.
Please let me know if you require any reasonable adjustments.
Yours sincerely,
[Your Name]The hearing is not the decision — it is the opportunity for the employee to present their case before a decision is made. The decision-maker should be someone who has not been involved in the previous stages of the process.
Template 5: Outcome Letter Following Hearing (No Dismissal)
If the hearing decides not to dismiss, confirm the outcome in writing.
Subject: Outcome of Hearing — [Employee Name]
Dear [Employee Name],
Thank you for attending the hearing on [Date]. After careful consideration of the evidence and representations made, I have decided to extend the review period for your final written warning rather than proceed to dismissal.
**Decision:**
You will remain on a final written warning, and your attendance will be reviewed again on [New Review Date].
**Conditions:**
- Your attendance must reach and maintain [target] by the review date
- You must engage with any [occupational health](/blog/occupational-health-referral-template/) or wellbeing support offered
- You must attend a monthly attendance check-in with your manager
**Consequences:**
If your attendance does not improve by the new review date, dismissal will remain a possibility.
**Right of appeal:**
If you wish to appeal this decision, please write to [HR Contact] within five working days.
Yours sincerely,
[Your Name]Legal Context
Every stage of the absence warning process must comply with the ACAS Code of Practice on Disciplinary and Grievance Procedures. Key requirements include:
- Investigate before making a decision
- Notify the employee in writing of the issue before any meeting
- Right to be accompanied at every formal stage
- Right to appeal every formal decision
- Consistency — treat similar cases similarly
The Equality Act 2010 also applies: if the absence is related to a disability, the employer must consider reasonable adjustments before progressing through the absence management process. Failure to do so could result in a disability discrimination claim.
FAQ
How many absences trigger a warning?
There is no statutory threshold. Most UK employers set a trigger in their absence management policy — common triggers are 3-4 separate instances in a rolling 12-month period, or a Bradford Factor score above a set threshold. See our absence trigger points guide for details.
Can I warn an employee for sickness absence that’s covered by a doctor’s note?
Yes, but carefully. Genuine sickness — even with a fit note — can still be managed through the absence procedure if it is frequent enough to impact the business. However, disability-related absence requires reasonable adjustments first. An occupational health referral is recommended.
What’s the difference between absence management and disciplinary proceedings?
Absence management (sometimes called “capability”) focuses on the employee’s ability to attend work reliably. Disciplinary proceedings focus on conduct — including deliberate abuse of sick leave, unauthorised absence, or failure to follow notification procedures. Some organisations use a combined attendance policy; others keep them separate.
Can an employee be dismissed for absence alone?
Yes, if the absence record is persistent and all stages of the process have been followed fairly. However, dismissal should always be a last resort, and the employer must show that other options (adjustments, phased return, redeployment) were considered.
What records do I need to keep?
Document every stage: absence records, meeting invitations, meeting notes, warning letters, appeal outcomes, and any medical or occupational health evidence. These records may be required to defend an Employment Tribunal claim. See our absence tracking template for a practical tool.