A last-chance review meeting is the final step before deciding whether to dismiss an employee after long-term or persistent absence. It applies whether you are managing absence through capability (health-related) or conduct (unauthorised absence or failure to follow reporting rules). The goal is to demonstrate that dismissal was not automatic — that you listened, explored alternatives, and only ended employment when no reasonable options remained. 

Handled correctly, this meeting protects both sides. Handled badly, it opens the door to unfair dismissal or discrimination claims.

Before the Meeting

Send a formal invitation letter that: 

• States clearly that dismissal is a possible outcome
• Lists the main evidence being considered (absence records, occupational health reports, prior warnings, internal policies)
• Offers the right to be accompanied by a colleague or trade union representative
• Gives at least 48 hours' notice 

Gather your paperwork: a chronology of absence, notes from previous meetings, details of any adjustments offered, and a copy of the relevant policy. Make sure the file includes recent medical evidence. If your last occupational health report is more than three months old, consider requesting an update before proceeding.

During the Meeting

1. Start with the facts

Set out the timeline of absence, support offered, and impact on the team or business. Use a clear and neutral tone. This is not about blame; it is about assessing the current situation and whether the business can continue to hold the role open.

2. Give the employee a full opportunity to speak

Ask open questions: “How are things now?” “Do you feel ready to return?” “Is there anything else we can do to support you?” Avoid interrupting or rushing through the answers. Take full notes.

3. Be prepared to pause

If the employee raises new health information or provides an updated fit note, pause the process. Take time to check with occupational health before proceeding. Rushing ahead can make the dismissal unsafe.

4. Avoid making an instant decision unless it is truly clear-cut

Unless the facts are undisputed and no new information has come to light, it is usually better to adjourn, reflect, and confirm your decision in writing.

After the Meeting

• Send a dismissal letter or outcome letter, summarising the meeting, the support provided, and the reason continued employment is no longer reasonable
• Confirm the notice period or pay in lieu
• Offer the right of appeal, including who to contact and the deadline
• File all documents and write a short note explaining why other outcomes were ruled out

A fair last-chance meeting does not guarantee the employee will agree with the outcome. But it does show you acted reasonably, listened, and made the decision with care.

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