Manager tool 05
Absence and reasonable adjustments discussion guide
A respectful framework for discussing health-related absence, barriers at work and adjustments to try.
Best for
A welfare, return-to-work or attendance review where health may be relevant
Time
15 minutes to prepare
Reviewed
10 September 2026
Pause and get HR or specialist advice if...
- The employee may be disabled and formal attendance action is being considered.
- You need medical information but do not have the employee's informed consent or a clear reason for requesting it.
- There is an immediate safety, mental health or safeguarding concern.
Before the discussion
- Review the absence record for accuracy and separate disability-related absence where appropriate.
- Read the absence and reasonable adjustments policies and check what has already been agreed.
- Choose a private setting and explain the supportive purpose of the meeting.
Understand impact, not unnecessary medical detail
How are you, and is now an appropriate time to talk?
How does your health affect you at work or during your working day?
Are there particular tasks, environments or working patterns creating a barrier?
What has helped before?
What would make it easier to attend, return or work safely?
Explore options together
- Consider changes to hours, breaks, location, duties, equipment, communication or supervision.
- Consider a phased return, time for treatment, adjusted absence triggers or recording disability-related absence separately.
- Use occupational health or other medical advice where it would answer a specific question and consent is in place.
- Assess each option for effectiveness, practicality, cost, disruption and health and safety - without making assumptions.
Agree, record and review
- Confirm agreed adjustments in writing and keep health information appropriately restricted.
- If an adjustment is not agreed, explain why and explore reasonable alternatives.