Attendance Policy : Stage 3 hearing invite letter

Use this letter template at Stage 3, when inviting an employee to an absence management hearing.

[Recipient's name & address]





Dear <Title / Surname>

Stage 3 Hearing

I refer to <manager’s name> letter of <DD/MM/YYYY> providing the outcome of the Stage 2 Final Review Meeting. This advised that the expected attendance levels have not been achieved within agreed timescales.

I now write to invite you to a Stage 3 Hearing. I will chair the Hearing supported by <insert name and job title of HR representative on the panel> who will provide HR advice.

<Line Manager’s name and job title> will present the management case supported by <name and job title of HR representative> .

You may wish to be represented by a Trade Union representative or accompanied by a work colleague.<I understand you were previously represented by <name and job title/union>.

The meeting arrangements are as follows:

Date: <DD/MM/YYYY – at least 14 days in advance>
Time: <Time>
Location: <Location>

Potential outcomes from the hearing are:

  • A further period of review;
  • Permanent redeployment;
  • Dismissal on the grounds of capability.

Prior to the meeting please:

  • Confirm your availability to attend;
  • Advise who will accompany you if you have not already notified me;
  • Provide a written statement of case, should you wish to do so.

This information should be provided to me by <date 7 days prior to the meeting>.

In the meantime, if you have any queries please do not hesitate to contact me.

Yours sincerely



<Name of the Hearing Chair>
<Job Title>

<Cc: Trade Union Representative
Panel HR Representative
Line Manager
HR support for the line manager


2 page [DOC]

This guide will help managers use the Attendance Policy to support employees, where health issues are impacting on their ability to be at work.