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First Warning Letter For Absenteeism Template for England and Wales

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Key Requirements PROMPT example:

First Warning Letter For Absenteeism

"I need to draft a First Warning Letter For Absenteeism for an employee who has had 12 unauthorized absences in the past three months, with specific mention of their failure to follow the company's call-in procedures and setting a three-month review period starting March 2025."

Document background
The First Warning Letter For Absenteeism is a crucial document in managing workplace attendance under English and Welsh employment law. It is typically issued when informal discussions have not resulted in improved attendance patterns or when absence levels breach company policy thresholds. The letter formally documents the employer's concerns, provides specific absence data, sets clear expectations for improvement, and outlines potential consequences of continued absenteeism. It must comply with ACAS guidelines and relevant employment legislation while maintaining a constructive approach to addressing attendance issues.
Suggested Sections

1. Date and Address Block: Employee's name, address, and date of letter

2. Absence Details: Specific dates and patterns of absence being addressed

3. Company Policy Reference: Reference to relevant attendance policies

4. Warning Statement: Clear statement that this constitutes a first formal warning

5. Expected Improvements: Clear outline of required attendance improvements

6. Consequences: Potential consequences if attendance doesn't improve

7. Support Offered: Any support measures available to the employee

8. Review Period: Timeframe for reviewing attendance improvement

9. Signature Block: Manager's signature and position

Optional Sections

1. Medical Evidence Request: Request for medical documentation when absences are claimed to be health-related

2. Return to Work Plan: Specific arrangements for return to work when employee is currently absent

3. Occupational Health Referral: Details of referral to occupational health when health assessment is needed

Suggested Schedules

1. Absence Record: Detailed record of all absences in the relevant period

2. Company Attendance Policy: Copy of relevant company policy sections

3. Meeting Notes: Notes from any prior attendance review meetings

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓÆµ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions














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Relevant Industries
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Industries

Employment Rights Act 1996: Primary legislation setting out basic employment rights, unfair dismissal provisions, and requirements for fair disciplinary procedures. Essential for ensuring the warning letter follows proper legal framework.

Equality Act 2010: Legislation ensuring non-discrimination based on protected characteristics, particularly relevant for absences related to disability or pregnancy. Requires consideration of reasonable adjustments for disabled employees.

ACAS Code of Practice: Guidelines for fair disciplinary processes that, while not law, are considered by tribunals in determining fair treatment. Sets out principles of natural justice in workplace procedures.

Data Protection Act 2018 and UK GDPR: Legislation governing the handling and processing of personal data, including health-related information and record keeping requirements in employment context.

Access to Medical Reports Act 1988: Legislation governing access to and handling of medical evidence, including employee rights regarding their medical information in employment contexts.

Working Time Regulations 1998: Regulations covering statutory leave entitlements and the relationship between absence and annual leave allowances in employment.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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