Document6 - SICKNESS MANAGEMENT TEMPLATE LETTERS FOR...

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SICKNESS MANAGEMENT TEMPLATE LETTERS FOR MANAGERS Issued: Sept 2006 to support the Managing Sickness Policy introduced on 1 st July 2006 Amended March 2010 – ‘fit notes’, intranet links to information and forms. CONTENTS To be written on Council headed paper. Please note that whilst these template letters provide a guide to the typical content of letters a certain amount of tailoring will be necessary so that each letter reflects the individual circumstances of the case. [email protected] or x 88333 will be happy to advise managers on a case by case basis. LETTER TO ABSENT EMPLOYEE ....................................................................................... 2 PROCEDURE FOR REPORTING SICKNESS ABSENCE ................................................... 3 NOTIFICATION TO EMPLOYEE OF OHS REFERRAL – SHORT TERM INCIDENTAL SICKNESS ............................................................................................................................. 4 NOTIFICATION TO EMPLOYEE OF OHS REFERRAL – LONG TERM SICKNESS ........... 5 NOTIFICATION TO EMPLOYEE OF OHS REFERRAL – STRESS OR DEPRESSION RELATED OCCASION OF ABSENCE .................................................................................. 6 REFERRAL TO OCCUPATIONAL HEALTH – GUIDANCE FOR EMPLOYEES ................... 7 MEDICAL CONSENT FORM ............................................................................................... 10 INVITATION TO 1 ST FORMAL STAGE MEETING ............................................................... 12 OUTCOME OF 1 st FORMAL STAGE MEETING ................................................................. 14 INVITATION TO REVIEW MEETING – 1 ST STAGE ............................................................. 16 OUTCOME OF REVIEW – 1 ST STAGE ................................................................................ 17 INVITATION TO FINAL MEETING ....................................................................................... 18 OUTCOME OF FINAL MEETING ........................................................................................ 19 HR&OD Handbook – March 2010 1
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ABSENT EMPLOYEE (Manager: consider hand delivery, recorded delivery, 1 st class) Private & confidential Dear <name> Absence from work I understand you have not been to work since <date> and I am concerned that you have not contacted me regarding your absence. I have tried unsuccessfully to get in touch with you and now ask that you contact me immediately on receipt of this letter . <Manager: provide contact details and times eg email, office & work mobile numbers/ alternative manager to contact if line manager is going to be unavailable> I would remind / inform you that you are required to make contact in accordance with the procedure for reporting absence which states notification is required on the first day of absence. I attach a copy of the Council’s sickness reporting procedure for your attention and future reference. Failure to report absence will mean that you are absent without authorisation and may result in a deduction of pay and/or disciplinary action being taken. Please let me know if there is something other than sickness preventing you from contacting me or returning to work as I may be able to help or arrange for you to have access to the welfare support provided by the Council and the Council’s Occupational Health Service (OHS). I look forward to hearing from you by <date> Yours sincerely <name - Line Manager > <job title> Encl: Sickness reporting procedure (see copy on next page) Manager: please email a copy of this letter to [email protected] for placing on employee’s personal file HR&OD Handbook – March 2010 2
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PROCEDURE FOR REPORTING SICKNESS ABSENCE (Extract from the Council's Managing Sickness Procedure) This is the Council's standard procedure for reporting sickness absence. Managers may issue local variations where this procedure is not practical e.g. for some staff working on non-standard hours, shift work, weekends or at remote locations. Employees who are
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