Stage 1 - 1st Stage Warning

When an employee's attendance becomes unsatisfactory the employee should be interviewed or written to in order to determine whether a 1st stage warning should be given and that his/ her attendance is falling short of the required standards.

This approach should be handled sensitively. In such circumstances you should be shown your sick record.

If you are to be interviewed the interviewer should ask you for your explanation of the absence and for any mitigating factors, then assuming it is appropriate to proceed with the interview give the employee a 1st stage warning that his / her attendance is unsatisfactory, that he/she must make every effort to reach Royal Mail's standards: and the specific improvement required (absence level and timescale) in order to do so.

The employee has the right to approach the relevant local Union Representative.

At the interview the employee may be represented by the relevant Union Representative for that location or accompanied by a friend from the same location. If the 1st Stage Warning is given at an interview, it should subsequently be confirmed in writing.

The employee should be advised of the subsequent decision and the specific improvement he/she must achieve. This should be confirmed in writing.

Stage 2 - 2nd Stage Warning 

If an employee who has been issued a 1st Stage Warning fails to make the required improvements he /she should be called to a formal interview.

The purpose of the interview is to warn the employee that his / her attendance is unsatisfactory and that he/she could be facing dismissal if he/she does not maintain an acceptable standard of attendance.

At all stages of the attendance procedure the employee should be encouraged to seek help from the EHS or his / her own Drs. The employee is entitled to approach his /her Union Representative for advice and to be present at the interview.  After the interview, the 2nd Stage Warning should be confirmed in writing.

Stage 3 - Dismissal 

If, after receiving a 2nd Stage warning, there is insufficient improvement in the employee's attendance and the manager dealing considers that dismissal may be appropriate, the employee should be advised that Royal Mail is considering dismissing him/her and invited to put forward reasons why he/she should not be dismissed. (also known as RTU).

The notification should be in writing and should show a full record of the absences and warnings which have led to the decision to dismiss.

The employee should be aware that if he /she wishes to respond to the invitation he/she must do so within 3 working days of the date of notification. Again the employee may be accompanied by the relevant Union Representative for that location or accompanied by a friend from the same work location.

The employee should also be advised that he /she may apply for medical retirement at this stage if he / she can produce evidence to support the application.

An application for medical retirement will not delay the remainder of the dismissal process, but if the application is successful an employee who has been dismissed will then be reinstated and then retired on medical grounds.

If a manager decides dismissal is not justified, the employee will return to Stage 2 of the procedure and the attendance standards appropriate to that stage will apply