Warning Letter for Absenteeism without Intimation

Warning Letter for Absenteeism without Intimation

Letters Kate

Companies have human resources policies explained to their employees during orientations and training or in the employee handbook. These policies are devised based on employees’ rights and the benefits for the employees and the company. If these policies are violated, management must take strict action to ensure compliance. One such unprofessional behavior on the part of employees is being absent without even informing the supervisor or the manager.

Usually, companies do not act immediately if an employee is absent without intimation. However, if the behavior is repetitive, a company needs to take corrective action for the overall betterment of the company.

Management tries to resolve the issue with a verbal warning, but if the employees continue their habitual absenteeism without intimation, a formal written warning is issued, which is even kept in the employee record book and used for evaluation purposes as well.

In addition, if the behavior is not corrected, the warning letter is often followed by a temporary layoff or a permanent termination.

The format of a warning letter for absenteeism without intimation may vary from company to company. However, generally, the following things are included:

  • Date of warning
  • Date of absence (if required)
  • Details of employee
  • Details of the employer
  • Details of the problem/issue
  • Reference to human resource policy (if needed)
  • Warning
  • Future consequences if the issue does not get resolved after the written warning
  • Any encouraging or motivating statement

The warning letter is written in a formal and professional tone. It emphasizes the seriousness of the issue, yet it should not be condescending.

Sample letter for Warning for Absenteeism without Intimation

Date

Name

Address

Dear Mr. Smith,

This letter is a formal warning without intimation for your habitual absenteeism.

Over the last six months, we have observed your continuous absence. On average, you have been absent for one day every week without informing your supervisor. Our employee handbook clearly states the HR policy regarding absenteeism. Our company does not tolerate absenteeism without intimation, as we are already offering more off-days than the other companies in the industry.

You have been working with us for more than five years, and this issue never arose before, which is why the company was giving you leverage. You have been given at least three severe verbal warnings, but your unprofessional behavior has not changed. Your supervisor and department suffered due to your absence as you did not inform them; hence, no substitutes could be arranged.

You have forced us to issue this formal written warning. If you do not correct your behavior, you will be put on a four-day unpaid layoff followed by a termination if things do not improve.

If you have a justifiable reason behind your absenteeism without intimation, you could have conveyed it during the verbal warnings. However, we consider our employees our assets, so if we can still help you in any way to correct your behavior, let us know at [contact].

A copy of this letter will also be kept in your employee file.

Regards,

Ms. Emily Watson

Warning Letter for Absenteeism without Intimation

MS Word (.docx) File -73 KB

Download