Disciplinary Action Letter for Absenteeism

Disciplinary Action Letter for Absenteeism

Letters Kate

A disciplinary action letter for absenteeism is a document prepared and handed out by an employer to an employee who has not exhibited good attendance and against whom disciplinary action is being taken. Unlike a warning letter, it is more like a notification letter that informs the culpable employee about the chosen disciplinary action.

Absenteeism is an unprofessional behavior that is unacceptable to a company. If an employee is not present, he will not be working, affecting an organization’s overall productivity, effectiveness, and efficiency. When the work the employee has been hired for is not completed due to his absence, the employee’s value for the company declines.

An organization may show some leverage if an employee has a reason or justification for being absent. Otherwise, he will have to suffer from disciplinary action, the severity of which depends on the company policies and the extent of the absenteeism issue.

When a disciplinary committee takes a decision, after reviewing all the factors, it issues a letter to the guilty employee and informs him about his punishment. The information included in a disciplinary action letter for absenteeism may depend on the severity of the issue, company requirements, etc. Sometimes, the company designs the template itself or edits an available design. The commonly used template contains at least the following basic details:

  • Date
  • Employer information
  • Employee information
  • The problem of the employee’s absenteeism. Mention any incidents, average attendance over different intervals, etc.
  • Impact on the organization
  • The decision of the disciplinary committee
  • The effective dates and period of the disciplinary action
  • The organization’s possible actions in case of no improvement
  • Show expectation of correction.
  • Offer any motivation, if feasible.
  • Salutation and signature.  

When an employee is subjected to disciplinary action, it affects his record and could affect his reputation, evaluation, promotions, overall career, etc. Therefore, employees try their best to evade disciplinary letters and correct their behavior before the company takes such drastic measures.

Such letters punish the guilty employee and indicate to other employees the consequences they could face if they indulge in unprofessional absenteeism.

Sample Letters

#1

This letter serves as a formal warning regarding your unapproved absenteeism from work. Our attendance records show that you have been absent multiple times during the past two months without a proper leave application or the management’s approval. This pattern of absenteeism is unacceptable.

Due to your irregular attendance, your overall work performance is being affected. In addition, it also leads to inconvenience for your teammates. You must start attending the office regularly and follow the company’s leave policy in the future. Failure to do so will result in disciplinary action.

We expect immediate improvement in your attendance.

#2

We are writing to issue a final warning regarding your irregular attendance at work. Despite previous warnings, you have been absent multiple times during the past 2 weeks without seeking approval. This is a serious violation of our company’s policies.

Regular attendance is mandatory for efficient and productive work. However, your frequent absenteeism shows a lack of commitment and responsibility. This is going to negatively affect your annual performance report. You must, therefore, show immediate improvement and be regular at work from now onwards. Failure to comply will result in strict disciplinary action.

Please note that this is your last warning. We urge you to take it seriously.

#3

Dear Ms. Lilly,

This is to notify you that you have been subjected to disciplinary action for your irresponsible absenteeism behavior.

Your average attendance has only been 60% over the last six months. This has affected the productivity of your whole department, which in turn has affected the overall company. You need to be present in the office to provide value output, which you often are not.

We have given you enough time to provide solid justifications and have given oral and written warnings in vain. You have pushed us to take this disciplinary action against you. You have been suspended for two months, April and May 20XX, without pay. Once you come back on 1st June 20XX, you will remain under constant surveillance. If your absenteeism continues, you will be terminated immediately, even without the notice period.

However, if you improve your behavior after three months of observation, the committee will exclude your name from the surveillance list. We hope you will come back with full enthusiasm and focus and will try to improve your unprofessional habit of absenteeism.

Regards,

Sarah Watson.

Disciplinary Action Letter for Absenteeism

File: Word (.docx) and iPad
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