Understanding and Using a Sample Warning Letter For Absenteeism

Subject: Written Warning – Excessive Unexcused Absences

    <p>Dear [Employee Name],</p>

    <p>This letter serves as a written warning regarding your recent attendance record. Our records show you have been absent from work on [Date(s) of absence] without providing acceptable documentation or prior approval. These absences violate the company's attendance policy outlined in the employee handbook.</p>

    <p>Specifically, your attendance record for the past [Time Period, e.g., month, quarter] has been as follows:</p>

    <ul>
        <li>[Date]: Absent (Reason: [If known])</li>
        <li>[Date]: Absent (Reason: [If known])</li>
        <li>[Date]: Absent (Reason: [If known])</li>
    </ul>

    <p>According to company policy, this constitutes excessive absenteeism. You are required to improve your attendance immediately. Continued unexcused absences may result in further disciplinary action, up to and including termination of employment.</p>

    <p>You are expected to adhere to the following to improve your attendance:</p>
    <ol>
        <li>Notify your supervisor as soon as possible if you are unable to come to work.</li>
        <li>Provide documentation, such as a doctor's note, to support absences.</li>
        <li>Follow the company's absence reporting procedures.</li>
    </ol>
    <p>We want to see you succeed here at [Company Name]. Please contact [Supervisor Name] at [Phone Number] or [Email Address] to discuss the issue. This will also be added to your personnel file.</p>

    <p>Sincerely,</p>
    <p>[Your Name/HR Department]</p>
</div>

    <p>Dear [Employee Name],</p>

    <p>This letter is a second written warning regarding your continued absenteeism. On [Date of First Warning], you received a written warning for excessive unexcused absences. Since that date, your attendance record has not improved.</p>

    <p>Specifically, since the previous warning, you have been absent on the following dates:</p>

    <ul>
        <li>[Date]: Absent (Reason: [If known])</li>
        <li>[Date]: Absent (Reason: [If known])</li>
    </ul>

    <p>This ongoing absenteeism is unacceptable and violates company policy. Further instances of absence, especially without proper notification or documentation, will result in more serious disciplinary action.</p>

    <p>We need you to prioritize your attendance to meet the expectations of your role. We encourage you to be mindful of the following when regarding absences:</p>
    <ol>
        <li>Always notify your supervisor or HR as soon as you anticipate or know about an absence.</li>
        <li>Provide supporting documentation.</li>
        <li>Understand the company’s absence reporting procedures.</li>
    </ol>

    <p>You are required to improve your attendance immediately. Please understand that failure to do so may result in further disciplinary measures, including termination of your employment. Please reach out to [Supervisor Name] or [HR contact person] to come up with a solution.</p>

    <p>Sincerely,</p>
    <p>[Your Name/HR Department]</p>
</div>

    <p>Dear [Employee Name],</p>

    <p>This letter constitutes a final written warning regarding your attendance. You have been previously warned on [Date of First Warning] and [Date of Second Warning] regarding your excessive absences. Despite these warnings, your attendance has not improved.</p>

    <p>Since the last warning, you have been absent on the following dates:</p>

    <ul>
        <li>[Date]: Absent (Reason: [If known])</li>
        <li>[Date]: Absent (Reason: [If known])</li>
        <li>[Date]: Absent (Reason: [If known])</li>
    </ul>

    <p>This continued pattern of absenteeism is unacceptable and a serious violation of company policy. It has a negative impact on team productivity and your job performance.</p>
    <p>Failure to demonstrate immediate and consistent improvement in your attendance will lead to the termination of your employment. Please review the company’s attendance policy in the employee handbook again.</p>

    <p>We need to see a marked improvement. To do this, consider:</p>
    <ol>
        <li>Follow the policy and procedures of reporting an absence.</li>
        <li>Provide supporting documentation.</li>
        <li>Notify your supervisor and/or HR contact person of any issues or circumstances affecting your attendance.</li>
    </ol>

    <p>Sincerely,</p>
    <p>[Your Name/HR Department]</p>
</div>

    <p>Dear [Employee Name],</p>

    <p>This email serves as a warning regarding your absence from work on [Date of absence]. We did not receive any notification from you regarding your absence on this date, which is a violation of our company's attendance policy.</p>

    <p>Our policy requires employees to notify their supervisor or HR as soon as possible if they are unable to come to work. Failure to do so disrupts our operations and puts a strain on other team members.</p>

    <p>Going forward, you are required to notify your supervisor or HR before your scheduled work time of any absences. Please be sure to specify the following:</p>
    <ul>
        <li>Date of absence</li>
        <li>Reason for the absence</li>
        <li>Any documentation to support your absence</li>
    </ul>

    <p>Please also reach out to your supervisor or HR regarding the reason for your absence. This is important so we can address your needs.</p>

    <p>A repeat of this offense will result in further disciplinary action. You are expected to adhere to the company's attendance policies.</p>

    <p>Sincerely,</p>
    <p>[Your Name/HR Department]</p>
</div>

    <p>Dear [Employee Name],</p>

    <p>This letter addresses your recent use of sick leave. Our records indicate that you have used [Number] sick days in the past [Time Period, e.g., six months], which is above the average for your position. Frequent use of sick leave, particularly when it impacts the team's operations, can be a concern.</p>

    <p>To ensure you are informed, here are some points regarding company policy:</p>
    <ol>
        <li>Employees are allotted a maximum of [Number] sick days per year.</li>
        <li>Employees are expected to inform their supervisor before taking sick days.</li>
        <li>Documentation may be requested if sick leave use is excessive.</li>
    </ol>

    <p>If you are experiencing any health issues, we want to support you. Please consider these options:</p>
    <ul>
        <li>Contact your primary care provider to address the reason for your sick days.</li>
        <li>Consult with the HR department regarding health benefits and leave options.</li>
    </ul>

    <p>Please be reminded that the company's sick leave policy expects employees to use sick leave responsibly. Continued use of sick leave may be a concern. Please contact [Supervisor Name] at [Phone Number] or [Email Address] to discuss the issue further.</p>

    <p>Sincerely,</p>
    <p>[Your Name/HR Department]</p>
</div>

    <p>Dear [Employee Name],</p>

    <p>This letter addresses a pattern of absenteeism on Mondays and Fridays. Our records indicate that you have been absent on [Date(s) - specific Mondays/Fridays], which is a concern.</p>

    <p>These absences disrupt the team's workflow and potentially indicate an issue with your overall attendance. The company's attendance policy applies to all days of the week.</p>

    <p>If there's a reason for this pattern, let us know. However, we do expect to see these changes:</p>
    <ol>
        <li>We expect you to provide an explanation.</li>
        <li>We need to know the reason for the absenteeism.</li>
        <li>Provide any documentation that supports the absenteeism.</li>
    </ol>

    <p>We want you to prioritize your attendance, especially on Mondays and Fridays, to prevent disrupting workflow. Please contact your supervisor or HR representative to discuss these concerns.</p>

    <p>Sincerely,</p>
    <p>[Your Name/HR Department]</p>
</div>

    <p>Dear [Employee Name],</p>

    <p>This letter serves as notification that you will be placed on an Attendance Improvement Plan (AIP) due to excessive absences. Despite previous warnings, your attendance has not improved to the level required.</p>

    <p>The AIP outlines specific steps to correct your attendance. Please follow the steps below:</p>
    <ol>
        <li>Meet with your supervisor to review your performance.</li>
        <li>Discuss reasons for your absences.</li>
        <li>Review the company's attendance policy.</li>
        <li>Review all of the expectations of the plan.</li>
    </ol>

    <p>This plan is in place to help you. Please review the plan and ensure that you contact your supervisor or HR if you have any questions.</p>
    <p>You are responsible for fulfilling all requirements of the AIP. Failure to meet the requirements may result in disciplinary action.</p>

    <p>Sincerely,</p>
    <p>[Your Name/HR Department]</p>
</div>