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Attendance Policy : long-term sickness meeting outcome letter

Published: 01 March 2020


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Use this letter template when writing to an employee confirming the outcome of a meeting about long-term sickness absence.

[Recipient's name & address]



Dear <Title / Surname>

Attendance Meeting - Outcome

Thank you for meeting with me and <insert HR Representative Name> on <DD/MM/YYYY> to discuss how you can be supported <during your absence> or <to return to work>

At the meeting I was <supported by [Name and Job Title of HR representative] >. At the meeting you <were represented / accompanied by > <were not represented or accompanied and you were happy to proceed on that basis>.

Here is a summary of the discussion and actions agreed:

  • <insert bullet point summary>

If you have any queries or would find it helpful to discuss these issues further, please do not hesitate to contact me.

Yours sincerely




< Line Manager Name>
< Job Title>

<Cc HR Representative Name>
<Trade Union Representative

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Version history

Published: 01 March 2020


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Find out about the roles and responsibilities of the people using our workforce policies across the NHS in Scotland.