NHS Sickness Absence Tracker and Meeting Pack

A polite request for the policy, how your review point was calculated, the absence record the trust holds and the purpose of the meeting, with your own record set out.

[Your address]
[Your email address and phone number]

14 October 2026

Sam Rowe
Example NHS Foundation Trust

Dear Sam Rowe,

Subject: Request for information to help me prepare for my absence review meeting - Taylor Brooks, Healthcare Support Worker

Thank you for your letter of 6 October 2026 inviting me to an absence review meeting on 21 October 2026. I want to take part constructively and, so that I can prepare properly, I would be grateful for the following in writing.

1. A copy of the sickness absence or attendance management policy and procedure that applies to me, and confirmation of which stage of it this is.
2. How the review point or trigger that led to this meeting was calculated: which absences were counted, over what period, and how days are counted (for example working days or calendar days, and how part-time or shift patterns are treated).
3. The record of my absence that the trust holds, with dates and the number of days counted, so that I can check it against my own records (set out below).
4. Whether any of my absences are, or can be, recorded separately or treated differently under the policy, for example where they relate to a health condition or disability, pregnancy or an injury or illness connected with work. I would like to discuss this at the meeting.
5. The purpose of the meeting, who will attend and what it could lead to, including whether it could result in a formal warning or other action.
6. Confirmation that I may be accompanied at the meeting by my representative, Jo Marsh, and that the date and time can accommodate them.
7. Whether a note or record of the meeting will be kept, and whether I will receive a copy.
8. Whether an occupational health referral is planned or could be made before the meeting, and what support or adjustments are available.

For reference, my own record of my absences is as follows:

- 9 February 2026 to 11 February 2026: 3 working days
- 18 May 2026 to 22 May 2026: 5 working days [I would like to discuss whether this absence should be treated differently under the policy]
- 3 August 2026 to 4 August 2026: 2 working days
In the 12 months to 14 October 2026 that is 3 absences and 10 working days, counted from my usual working pattern (Mon, Tue, Wed, Thu, Fri). [Check these against your own diary and the trust's records.]

I would be grateful for a reply by [date - please allow a reasonable period for this to be gathered]. If that is difficult, please let me know when I can expect it.

I note that the meeting is currently listed for 21 October 2026. Once I have the information above I would like reasonable time to read it and prepare. If the date does not allow that, I will let you know promptly and ask for it to be rearranged.

This letter asks for information so that I can prepare and take part fairly. Thank you for your help.

Yours sincerely,

Taylor Brooks
Healthcare Support Worker, Band 3

[cc: my trade union representative - delete if not needed]

[Delete this line before sending: check every bracketed item, check your trust's own policy and have your union or staff-side rep read it first.]

Your absence record, health context (only what you choose to share), the effect on work, adjustments you ask for and support you need, in one place for you and your rep.

PREPARATION STATEMENT FOR MY ABSENCE REVIEW MEETING
Taylor Brooks, Healthcare Support Worker, Band 3, Example NHS Foundation Trust
Draft prepared 14 October 2026 for discussion with my representative

[Delete before use: this is for you to think with, and to hand to your manager or rep if you choose. You decide how much health information to share, and you can leave sections out. Occupational health or your rep can help you judge what is relevant. Nothing here is medical advice.]

1. Introduction
I am Taylor Brooks, Healthcare Support Worker, Band 3, at Example NHS Foundation Trust. I want to take part constructively in this absence review meeting and to agree support that helps me stay well and attend work. This note sets out the points I would like to cover.

2. My absence record as I understand it
- 9 February 2026 to 11 February 2026: 3 working days
- 18 May 2026 to 22 May 2026: 5 working days [I would like to discuss whether this absence should be treated differently under the policy]
- 3 August 2026 to 4 August 2026: 2 working days
In the 12 months to 14 October 2026 that is 3 absences and 10 working days, counted from my usual working pattern (Mon, Tue, Wed, Thu, Fri). [Check these against your own diary and the trust's records.]
[Add anything about the circumstances of particular absences that you want the meeting to know.]

3. Health context (only what I choose to share)
Some of my absences relate to a long-term condition that flares up from time to time. I am happy to share more with occupational health.

4. How this has affected my work, and what helps
Flare-ups make long runs of consecutive long days harder. I manage best with a predictable pattern and a day between busy shifts.

5. Adjustments I am asking the trust to consider
1. No more than two consecutive long days where the rota allows.
2. Hospital appointments recorded as planned appointments rather than sickness absence.
3. A review of how these are working after six weeks.

6. Support I would like
An occupational health referral, and a named person I can contact on a day I am unwell.

7. What I would like to agree at the meeting
- Which of the adjustments above can start now, and which need an occupational health view.
- Whether an occupational health referral or review is made, by whom and when.
- How my absence record is being counted, and whether any absence should be recorded or treated differently under the policy.
- A date to review how things are going, and who is responsible for each action.
- That what is agreed is confirmed to me in writing.

8. Closing
I would like to be accompanied by Jo Marsh. I am happy to answer questions and to work with the trust on a plan that supports me.

Signed: ______________________   Date: ______________________

[Delete this line before sending: check every bracketed item, check your trust's own policy and have your union or staff-side rep read it first.]

A checklist for before, during and after the meeting, tailored to your stage and situation.

QUESTIONS TO ASK
Taylor Brooks, Example NHS Foundation Trust - prepared 14 October 2026
Stage: I have been invited to an absence review meeting (an early or informal stage)
Situation: A number of separate shorter absences over the past year

Tick each item off as you go. Ask your rep which of these suit your trust's policy. Where trusts differ, your own trust's policy takes precedence.

A. Ask in writing before the meeting
[ ] Can I have a copy of the sickness absence policy, and which stage is this meeting?
[ ] How was my review point or trigger calculated: which absences were counted, over what period and how are days counted for my working pattern?
[ ] Can I see the absence record the trust holds, so I can check it against mine?
[ ] What is the purpose of the meeting, who will attend and could it lead to a formal warning or other action?
[ ] If several absences are linked to one health condition, can they be recorded together, or treated differently under the policy?

B. Representation and the record of the meeting
[ ] Can I be accompanied by my union rep or a work colleague, and does the date and time work for them?
[ ] Please confirm in writing whether the meeting could result in a formal warning or other action. (A hearing like that counts for the statutory right to be accompanied under the Employment Relations Act 1999, section 13.)
[ ] Will a note be kept, who will take it, and will I get a copy?
[ ] My rep may take their own notes. Is that fine?
[ ] If the date does not work for me or my companion, I will tell the trust early, in writing, and ask for it to be rearranged.

C. Support, health and adjustments
[ ] Will occupational health be asked to advise? What questions will it be asked, and can I see the report?
[ ] What adjustments could start now (hours, duties, equipment, breaks, home working, time for appointments)?
[ ] Is a phased return suitable, and what will my pay be during it? (Handbook 14.14, England, says employers should allow reduced hours or home working during rehabilitation without loss of pay, consistent with SSP rules.)
[ ] Is a disability or health condition affecting how my absences should be counted? ACAS gives examples such as not counting some or all disability-related absence towards trigger points, or raising the number that triggers a review.
[ ] Has anything about my workload, shifts or team contributed, and can that be looked at?

D. At the end of the meeting
[ ] What exactly was agreed, who is responsible for each action and by when?
[ ] When is the next review, and what will it look at?
[ ] When will I get the outcome and notes in writing, and how can I appeal or raise a concern?
[ ] If a warning is given, how long does it stay on file?
[ ] Is anything I want to raise a grievance rather than part of this process? (They are separate policies.)

[Space for your own questions]

[Delete this line before sending: check every bracketed item, check your trust's own policy and have your union or staff-side rep read it first.]

A one-page summary for your rep: timeline, the absence record, paperwork held and missing, and what you would like from them.

BRIEFING NOTE FOR MY REPRESENTATIVE
Prepared 14 October 2026

Member: Taylor Brooks, Healthcare Support Worker, Band 3
Trust: Example NHS Foundation Trust
Stage: I have been invited to an absence review meeting (an early or informal stage)
Situation: A number of separate shorter absences over the past year
Most recent letter: 6 October 2026
Meeting date: 21 October 2026

1. Absence record (my own count)
- 9 February 2026 to 11 February 2026: 3 working days
- 18 May 2026 to 22 May 2026: 5 working days [I would like to discuss whether this absence should be treated differently under the policy]
- 3 August 2026 to 4 August 2026: 2 working days
In the 12 months to 14 October 2026 that is 3 absences and 10 working days, counted from my usual working pattern (Mon, Tue, Wed, Thu, Fri). [Check these against your own diary and the trust's records.]
Bradford Factor if the trust uses it (S x S x D, my own calculation, not NHS policy): 3 x 3 x 10 = 90
With the absences I have flagged left out: 2 absences, 5 working days, Bradford 20.
Review point as I understand it from the policy: 3 absences, 10 days. [Please check against the policy.]

2. Situation and health context (only what I choose to share)
Some of my absences relate to a long-term condition that flares up from time to time. I am happy to share more with occupational health.

3. Paperwork and arrangements
- Copy of the policy: No - to request
- Meeting and purpose in writing: Yes
- Fit notes or occupational health letters to hand: Yes
- Occupational health involved: No - to ask about a referral
- Representative: Jo Marsh

4. Adjustments and support I want to raise
1. No more than two consecutive long days where the rota allows.
2. Hospital appointments recorded as planned appointments rather than sickness absence.
3. A review of how these are working after six weeks.
An occupational health referral, and a named person I can contact on a day I am unwell.

5. Missing or still to request
- A copy of the sickness absence policy
- The absence record the trust holds, and how my review point was calculated
- Confirmation of whether an occupational health referral is planned

6. What I would like from you
- Advice on the policy, which stage this is and what it could lead to.
- To accompany me, and help me put my case.
- To check whether my absences are being counted correctly and whether any should be treated differently under the policy.
- Advice on asking for reasonable adjustments and an occupational health assessment.
- [Anything else you want to ask, or particular worries]

[Delete this line before sending: check every bracketed item, check your trust's own policy and have your union or staff-side rep read it first.]

A careful, factual request for adjustments and an occupational health assessment, with an Equality Act 2010 framing that does not assert anything about your employer.

[Your address]
[Your email address and phone number]

14 October 2026

Sam Rowe
Example NHS Foundation Trust

Dear Sam Rowe,

Subject: Request for adjustments and an occupational health assessment - Taylor Brooks, Healthcare Support Worker

I am writing to ask the trust to consider adjustments that would help me to attend and carry out my work, and to consider how my absences are recorded and reviewed in the meantime.

[Say as much as you are comfortable with about your health. If you consider yourself disabled, or think you may be, say so. If you are unsure, say that you are unsure and ask for an occupational health assessment. You do not need to give a diagnosis.]

I understand that the Equality Act 2010 requires employers to make reasonable adjustments for disabled employees, and that ACAS gives examples of adjustments to absence management, such as not counting some or all disability-related absence towards trigger points, increasing the number of absences that trigger a review, and recording it separately. I am not asking you to decide now whether my condition meets the legal definition. I would be grateful if the trust would consider the points below and tell me how it proposes to take them forward.

The adjustments I would like to be considered:

1. No more than two consecutive long days where the rota allows.
2. Hospital appointments recorded as planned appointments rather than sickness absence.
3. A review of how these are working after six weeks.

How I think these would help:

Flare-ups make long runs of consecutive long days harder. I manage best with a predictable pattern and a day between busy shifts.

I would also be grateful if the trust would:

1. Refer me to occupational health for an assessment of what adjustments would help, and let me know when it will take place.
2. Consider whether any of my absences should be recorded separately or left out when my absence record is counted under the policy, and tell me what it decides and why. [Delete this item if it does not apply.]
3. Agree a date to review how the adjustments are working, and record what is agreed in writing.

I would be grateful for a reply by [date - please allow a reasonable period]. I would like to be accompanied by Jo Marsh at any meeting to discuss this.

Thank you for your help.

Yours sincerely,

Taylor Brooks
Healthcare Support Worker, Band 3

[cc: my trade union representative - delete if not needed]

[Delete this line before sending: check every bracketed item, check your trust's own policy and have your union or staff-side rep read it first.]

Confirms in writing what you understood was discussed and agreed, and asks for the notes and any outcome.

[Delete before sending: write this after the meeting, once you know what was said. Keep what is true, fill in the brackets and delete anything that was not discussed.]

[Your address]
[Your email address and phone number]

14 October 2026

Sam Rowe
Example NHS Foundation Trust

Dear Sam Rowe,

Subject: Summary of my absence review meeting on [date of the meeting] - Taylor Brooks, Healthcare Support Worker

Thank you for meeting me on [date of the meeting]. I am writing so that we have the same understanding of what was discussed and agreed. Please let me know if your notes differ.

As I understood it, we discussed:
- [The reason for the meeting and which stage of the policy it was]
- [My absence record and how it was counted]
- [Anything I told you about my health or circumstances, as much as I chose to share]

We agreed:
- Adjustments to be considered or started: 1. No more than two consecutive long days where the rota allows. 2. Hospital appointments recorded as planned appointments rather than sickness absence. 3. A review of how these are working after six weeks. [Delete anything that was not agreed.]
- [An occupational health referral or review: by whom and when]
- [Who is responsible for each action, and by when]
- [The date of the next review]

I would be grateful if you could:

1. Confirm that this matches your understanding, or tell me where it differs.
2. Send me a copy of any note of the meeting.
3. Confirm in writing any outcome and, if there is one, the reasons for it and how I can raise a concern or appeal under the policy.

Thank you for your help.

Yours sincerely,

Taylor Brooks
Healthcare Support Worker, Band 3

[cc: my trade union representative - delete if not needed]

[Delete this line before sending: check every bracketed item, check your trust's own policy and have your union or staff-side rep read it first.]