Terminating an employee is never an easy task, but it becomes necessary when an employee is consistently absent without leave (AWOL).
As an employer, you have a responsibility to maintain a productive and efficient workplace.
When an employee fails to show up for work without proper notification or authorization, it can disrupt operations and negatively impact team morale.
In this article, we provide 15 sample termination letters that you can use as templates when addressing AWOL situations in your organization.
These letters are designed to communicate the reasons for termination while maintaining a professional and respectful tone.
Sample Termination Letters Due to AWOL
Before diving into the sample letters, it’s important to note that termination procedures may vary depending on your company’s policies and the specific circumstances of each case.
Always consult with your human resources department and legal counsel to ensure compliance with applicable laws and regulations.
Letter 1: Termination Due to Repeated Unexcused Absences
Dear [Employee Name],
This letter serves as formal notice of your termination from [Company Name], effective immediately. Your employment is being terminated due to repeated unexcused absences from work.
Our records indicate that you have been absent without prior notification or approval on the following dates: [List Dates]. These absences are in violation of our company’s attendance policy, which states that [Explain Relevant Policy].
Despite previous warnings and discussions regarding your attendance, your behavior has not improved. Your unexcused absences have caused significant disruption to our operations and placed an undue burden on your colleagues.
Please return all company property, including [List Items], to [Contact Person] by [Date]. Your final paycheck, including any accrued but unused vacation time, will be mailed to your address on file.
If you have any questions or concerns, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Letter 2: Termination Due to Job Abandonment
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is being terminated effective [Date] due to job abandonment.
Our records show that you have been absent from work without notification since [Date]. Despite our attempts to contact you via phone and email, we have not received any response or explanation for your absence.
As stated in our company handbook, failure to report to work for [Number] consecutive days without proper notification is considered job abandonment and grounds for immediate termination.
Your final paycheck, including any accrued but unused benefits, will be mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If there are any extenuating circumstances that we should be aware of, please contact [HR Contact] at [Phone/Email] immediately.
Sincerely,
[Your Name]
[Your Title]
Letter 3: Termination Due to Failure to Follow Attendance Policy
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is being terminated effective [Date] due to your failure to adhere to our attendance policy.
On [Date], you were provided with a written warning regarding your excessive unexcused absences. At that time, you were reminded of our attendance policy, which requires employees to notify their supervisor at least [Number] hours before the start of their shift if they are unable to report to work.
Since receiving the warning, you have continued to have unexcused absences without proper notification on the following dates: [List Dates]. This behavior is unacceptable and goes against our company’s expectations for reliable attendance.
Your final paycheck will be processed by state law and mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If you have any questions, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Letter 4: Termination Due to No Call/No Show
Dear [Employee Name],
This letter serves as formal notice of your termination from [Company Name] effective immediately due to your failure to report to work or provide notification of your absence.
On [Date], you were scheduled to work from [Start Time] to [End Time]. However, you did not report to work and failed to notify your supervisor of your absence. This is considered a “no call/no show” and is grounds for immediate termination as outlined in our company’s attendance policy.
Your final paycheck will be mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If there are any extenuating circumstances surrounding your absence, please contact [HR Contact] at [Phone/Email] within [Number] business days.
Sincerely,
[Your Name]
[Your Title]
Letter 5: Termination Due to Excessive Tardiness and Absences
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is being terminated effective [Date] due to excessive tardiness and unexcused absences.
Our records indicate that you have been tardy on [Number] occasions and absent without proper notification on [Number] occasions within the past [Period]. This pattern of behavior is unacceptable and has negatively impacted your job performance and the productivity of your team.
On [Date], you were issued a written warning regarding your attendance and punctuality. At that time, you were advised that immediate improvement was necessary to maintain your employment. Unfortunately, your attendance has not improved since then.
Your final paycheck will be processed by state law and mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If you have any questions or concerns, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Letter 6: Termination Due to Failure to Follow Call-In Procedures
Dear [Employee Name],
This letter serves as formal notice of your termination from [Company Name] effective [Date] due to your failure to follow established call-in procedures for reporting absences.
As outlined in our employee handbook, all employees are required to notify their supervisor at least [Number] hours before the start of their shift if they are unable to report to work. This notification must be made by [Method of Communication].
On [Date], you were absent from work without providing the required notification. When your supervisor attempted to contact you, you did not respond. This is a violation of our call-in policy and is considered grounds for termination.
Your final paycheck will be mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If you have any questions, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Letter 7: Termination Due to Unauthorized Leave
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is being terminated effective immediately due to taking unauthorized leave.
On [Date], you requested time off from [Start Date] to [End Date]. However, your request was denied due to [Reason for Denial]. Despite this, you proceeded to take the leave without approval.
Taking unauthorized leave is a serious violation of company policy and demonstrates a disregard for our operational needs. It also places an undue burden on your colleagues who must cover your responsibilities in your absence.
Your final paycheck will be processed by state law and mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If you have any questions, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Letter 8: Termination Due to Failure to Provide Documentation for Absence
Dear [Employee Name],
This letter serves as formal notice of your termination from [Company Name] effective [Date] due to your failure to provide the required documentation for your absence.
On [Date], you informed your supervisor that you would be absent from work due to [Reason for Absence]. At that time, you were advised that you would need to provide documentation, such as [Examples of Documentation], to support your absence upon your return to work.
As of today, [Number] days after your return, you have failed to provide the requested documentation. This is a violation of our company’s absence policy and is grounds for termination.
Your final paycheck will be mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If you have any questions or concerns, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Letter 9: Termination Due to Failure to Return from Leave
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is being terminated effective [Date] due to your failure to return to work following an approved leave of absence.
On [Date], you were granted a leave of absence from [Start Date] to [End Date] for [Reason for Leave]. As agreed upon, you were expected to return to work on [Return Date].
However, as of today, [Number] days past your expected return date, you have not reported to work or provided any notification of your continued absence. This is considered job abandonment and is grounds for termination.
Your final paycheck, including any accrued but unused benefits, will be mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If there are any extenuating circumstances surrounding your failure to return to work, please contact [HR Contact] at [Phone/Email] immediately.
Sincerely,
[Your Name]
[Your Title]
Letter 10: Termination Due to Failure to Provide Adequate Notice of Absence
Dear [Employee Name],
This letter serves as formal notice of your termination from [Company Name] effective [Date] due to your failure to provide adequate notice of your absence.
On [Date], you informed your supervisor that you would be absent from work starting [Start Date] and ending [End Date]. However, you provided this notification only [Number] hours before the start of your scheduled shift.
As outlined in our company’s attendance policy, employees are required to provide at least [Number] days’ notice for planned absences to allow for proper coverage and scheduling. Your failure to provide adequate notice has caused significant disruption to our operations.
Your final paycheck will be processed by state law and mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If you have any questions, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Letter 11: Termination Due to Unauthorized Early Departure
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is being terminated effective immediately due to your unauthorized early departure from work.
On [Date], you left work at [Time] without notifying your supervisor or obtaining approval. Your scheduled shift was from [Start Time] to [End Time]. Leaving work early without authorization is a violation of our company’s attendance policy.
This incident follows previous warnings you have received regarding your attendance and adherence to your assigned work schedule. Your actions demonstrate a disregard for your job responsibilities and have negatively impacted your team’s productivity.
Your final paycheck will be mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If you have any questions, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Letter 12: Termination Due to Failure to Follow Leave Request Procedures
Dear [Employee Name],
This letter serves as formal notice of your termination from [Company Name] effective [Date] due to your failure to follow established procedures for requesting leave.
Our company’s leave policy requires employees to submit a written request for time off at least [Number] days in advance, except in cases of emergency. The request must be approved by your supervisor before the leave can be taken.
On [Date], you took time off without submitting a leave request or obtaining approval from your supervisor. When asked about your absence upon your return, you stated that you were unaware of the proper procedures for requesting leave.
It is your responsibility as an employee to familiarize yourself with company policies and follow them accordingly. Your failure to do so has resulted in the decision to terminate your employment.
Your final paycheck will be processed by state law and mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If you have any questions, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Letter 13: Termination Due to Failure to Provide Sufficient Notice of Resignation
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is being terminated effective immediately due to your failure to provide sufficient notice of your resignation.
On [Date], you informed your supervisor that you were resigning from your position and that your last day would be [Date]. This provided only [Number] days’ notice, which is less than the [Number] weeks’ notice required by our company policy.
Providing sufficient notice allows for a smooth transition and minimizes disruption to our operations. Your failure to do so has left us with insufficient time to find a suitable replacement and has placed an undue burden on your colleagues.
As a result of your insufficient notice, you are not eligible for rehire and will not receive a positive reference from our company.
Your final paycheck will be mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Letter 14: Termination Due to Failure to Follow Leave Extension Procedures
Dear [Employee Name],
This letter serves as formal notice of your termination from [Company Name] effective [Date] due to your failure to follow established procedures for extending your leave of absence.
On [Date], you were granted a leave of absence from [Start Date] to [End Date] for [Reason for Leave]. Our company policy requires employees to submit a written request for a leave extension at least [Number] days before the end of their approved leave period.
As of today, your approved leave has ended, and you have not returned to work or submitted a request for an extension. You have also failed to respond to our attempts to contact you regarding your absence.
Your failure to follow proper procedures and communicate with your supervisor has left us no choice but to terminate your employment.
Your final paycheck, including any accrued but unused benefits, will be mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If you have any questions, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Letter 15: Termination Due to Failure to Report to Work After Leave Denial
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is being terminated effective immediately due to your failure to report to work after your request for leave was denied.
On [Date], you submitted a request for leave from [Start Date] to [End Date]. However, your request was denied due to [Reason for Denial]. You were informed of this decision on [Date] and were expected to report to work as scheduled.
Despite the denial of your leave request, you failed to report to work on [Date] and have not provided any explanation for your absence. This is considered insubordination and a violation of our company’s attendance policy.
Your final paycheck will be mailed to your address on file. Please return all company property, including [List Items], to [Contact Person] by [Date].
If you have any questions, please contact [HR Contact] at [Phone/Email].
Sincerely,
[Your Name]
[Your Title]
Wrapping Up Termination Letters Due to AWOL
Terminating an employee due to absenteeism is never a pleasant experience, but it is sometimes necessary to maintain a productive and efficient workplace.
By using these sample termination letters as a guide, you can ensure that you communicate the reasons for termination clearly and professionally.
Remember to always consult with your human resources department and legal counsel to ensure that your termination procedures comply with applicable laws and regulations.
Handle the situation with sensitivity and respect, and be prepared to answer any questions the employee may have regarding their termination