Absenteeism is a chronic problem that plagues many workplaces.
When an employee repeatedly fails to show up for work without a valid reason, it can disrupt operations, lower morale, and ultimately hurt the company’s bottom line.
As an employer, you may find yourself in the unfortunate position of having to terminate an employee due to excessive absenteeism.
In this article, we provide 15 sample termination letters that you can use as a starting point when dealing with an employee who has been chronically absent.
These letters are designed to communicate the reason for the termination while maintaining a professional tone. Let’s dive in.
Sample Termination Letters to Employee for Absenteeism
Before we get to the sample letters, it’s important to note that before terminating an employee for absenteeism, you should have a clear attendance policy in place and ensure that you have documented the employee’s absences and any warnings or disciplinary actions taken.
With that said, here are 15 sample termination letters for absenteeism:
Letter 1
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter serves as formal notice that your employment with [Company Name] is being terminated effective immediately due to excessive absenteeism. As per our attendance policy, which you acknowledged upon hiring, employees are expected to maintain regular attendance.
Our records show that you have been absent from work without approved leave on the following dates: [list dates]. These absences are in violation of our attendance policy and have negatively impacted our operations.
Your final paycheck, which includes payment for any accrued but unused vacation time, will be mailed to the address we have on file within [x] business days. Please return any company property in your possession, including keys, ID badge, and equipment, to [contact person] by [date].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter 2
Subject: Notice of Termination – Excessive Absenteeism
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated effective [date] due to excessive absenteeism. Our records indicate that you have been absent from work without approved leave on [x] occasions over the past [period].
We have previously discussed your attendance issues on [dates] and provided verbal and written warnings. Despite these warnings, your attendance has not improved to a satisfactory level. Your absences have caused significant disruption to our operations and placed an undue burden on your coworkers.
Your final paycheck will be processed on our next regular payday and mailed to your address on file. Please return your company ID badge and any other company property to [contact person] no later than [date].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter 3
Subject: Termination Due to Absenteeism – [Employee Name]
Dear [Employee Name],
This letter confirms that your employment with [Company Name] has been terminated as of today’s date, [date], due to excessive absenteeism. Per our company policy, employees are allowed [x] unexcused absences within a [period]. Our records show that you have exceeded this limit, with [x] unexcused absences within the past [period].
We value all of our employees and provide ample leave time to accommodate personal needs. However, regular attendance is crucial for maintaining productivity and fair distribution of work. We have given you multiple opportunities to correct your attendance, but the problem has persisted.
Please contact [HR rep name] to arrange a time to collect your personal belongings and return any company property. Your final paycheck will be mailed to your address on file within [x] business days.
Regards,
[Your Name]
[Your Title]
[Company Name]
Letter 4
Subject: Employment Termination Notice – [Employee Name]
Dear [Employee Name],
I am writing to notify you that your employment with [Company Name] is terminated effective immediately. The reason for your termination is excessive absenteeism, which is a violation of our company attendance policy.
According to our records, you have been absent from work without prior approval on the following dates: [list dates]. This level of absenteeism is unacceptable and has caused significant operational difficulties for your department.
On [date], you received a written warning regarding your attendance. At that time, you were advised that further unexcused absences could result in termination. Despite this warning, your attendance has not improved.
Please contact [HR rep name] to make arrangements for the return of any company property in your possession. Your final paycheck will be processed on [date] and mailed to the address we have on file.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter 5
Subject: Notice of Termination – [Employee Name]
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated effective [date] due to excessive absenteeism. Our attendance records show that you have been absent from work without approved leave on [x] occasions within the last [period].
Our company attendance policy, which you acknowledged upon hire, allows for [x] unexcused absences within a [period]. You have exceeded this limit, and your absences have negatively impacted your department’s productivity and your coworkers’ workload.
We have previously discussed your attendance issues with you on [dates] and provided verbal and written warnings. Unfortunately, your attendance has not improved to meet our standards.
Please return all company property, including your ID badge, keys, and equipment, to [contact person] by [date]. Your final paycheck will be mailed to your address on file within [x] business days.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter 6
Subject: Termination of Employment – Absenteeism
Dear [Employee Name],
This letter serves as official notice that your employment with [Company Name] is terminated effective [date]. The reason for your termination is excessive absenteeism, which violates our company’s attendance policy.
As documented in your employee file, you have been absent from work without approved leave on the following dates: [list dates]. These absences have exceeded the allowable limit per our policy and have caused undue hardship on your team and the company.
We have addressed your attendance issues with you on [dates] through verbal and written warnings, but your attendance has not improved to an acceptable level. As a result, we have no choice but to terminate your employment.
Your final paycheck, including any accrued but unused vacation time, will be mailed to your address on file within [x] business days. Please return all company property, such as your ID badge, keys, and equipment, to [contact person] by [date].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter 7
Subject: Notice of Employment Termination – [Employee Name]
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated effective immediately due to excessive absenteeism. Our records show that you have been absent from work without prior approval on [x] occasions within the past [period].
Our company’s attendance policy, which was provided to you upon hire, clearly states that employees are expected to maintain regular and consistent attendance. Your absences have fallen outside of this policy and have negatively impacted our business operations.
We have made several attempts to address your attendance issues with you, including verbal and written warnings on [dates]. Despite these warnings, your attendance has not improved to meet our expectations.
Please contact [HR rep name] to arrange for the return of any company property in your possession, such as your ID badge, keys, or equipment. Your final paycheck will be processed on our next regular payday and mailed to your address on file.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter 8
Subject: Termination of Employment Contract – [Employee Name]
Dear [Employee Name],
This letter serves as official notice that your employment contract with [Company Name] is being terminated as of [date]. The reason for this termination is excessive absenteeism, which is a breach of the attendance expectations outlined in your contract.
Our records indicate that you have been absent from work without approved leave on the following dates: [list dates]. These absences exceed the allowable limit per your employment contract and have caused significant disruption to our operations and your team’s productivity.
We have previously addressed your attendance issues with you on [dates] and provided written warnings. However, your attendance has not improved to meet the contractual requirements.
By your employment contract, your final paycheck will be processed on [date] and mailed to your address on file. Please ensure that all company property, including your ID badge, keys, and any equipment, is returned to [contact person] by [date].
Regards,
[Your Name]
[Your Title]
[Company Name]
Letter 9
Subject: Termination Notice – Excessive Absenteeism
Dear [Employee Name],
I am writing to inform you that your employment with [Company Name] is terminated effective [date]. The reason for your termination is excessive absenteeism, which violates our company’s attendance policy.
According to our records, you have been absent from work without prior approval on [x] occasions within the last [period]. These absences have exceeded the allowable limit per our policy and have caused undue strain on your department and coworkers.
We have previously discussed your attendance issues with you on [dates] and issued verbal and written warnings. Despite these warnings, your attendance has not improved to a satisfactory level.
Please contact [HR rep name] to arrange a time to collect your personal belongings and return any company property in your possession, such as your ID badge, keys, or equipment. Your final paycheck, including any accrued but unused vacation time, will be mailed to your address on file within [x] business days.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter 10
Subject: Notice of Termination – [Employee Name]
Dear [Employee Name],
This letter serves as formal notice that your employment with [Company Name] is being terminated effective [date] due to excessive absenteeism. Our attendance records show that you have been absent from work without approved leave on the following dates: [list dates].
Our company’s attendance policy, which you acknowledged upon hire, allows for [x] unexcused absences within a [period]. You have surpassed this limit, and your absences have negatively impacted your team’s productivity and the overall operations of the company.
We have addressed your attendance issues with you on [dates] through verbal and written warnings. Unfortunately, your attendance has not improved to meet our standards.
Please return all company property, including your ID badge, keys, and equipment, to [contact person] by [date]. Your final paycheck will be processed on our next regular payday and mailed to your address on file.
Regards,
[Your Name]
[Your Title]
[Company Name]
Letter 11
Subject: Termination of Employment – Absenteeism Policy Violation
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is terminated effective immediately. The reason for your termination is excessive absenteeism, which is a direct violation of our company’s attendance policy.
As documented in your employee file, you have been absent from work without approved leave on the following dates: [list dates]. These absences have exceeded the allowable limit per our policy and have caused significant disruption to your department’s operations.
We have made several attempts to address your attendance issues with you, including verbal and written warnings on [dates]. Despite these warnings, your attendance has not improved to an acceptable level.
Your final paycheck, including any accrued but unused vacation time, will be mailed to your address on file within [x] business days. Please contact [HR rep name] to arrange for the return of any company property in your possession, such as your ID badge, keys, or equipment.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter 12
Subject: Notice of Employment Termination – [Employee Name]
Dear [Employee Name],
This letter serves as official notice that your employment with [Company Name] is being terminated as of [date]. The reason for this termination is excessive absenteeism, which violates the attendance expectations outlined in our company policy.
Our records show that you have been absent from work without prior approval on [x] occasions within the past [period]. These absences have fallen outside of our attendance policy and have negatively impacted our business operations and your team’s productivity.
We have previously discussed your attendance issues with you on [dates] and provided written warnings. However, your attendance has not improved to meet our company’s standards.
Please contact [HR rep name] to arrange a time to collect your personal belongings and return any company property in your possession, such as your ID badge, keys, or equipment. Your final paycheck will be processed on [date] and mailed to your address on file.
Regards,
[Your Name]
[Your Title]
[Company Name]
Letter 13
Subject: Termination of Employment Contract – Excessive Absenteeism
Dear [Employee Name],
I am writing to inform you that your employment contract with [Company Name] is being terminated effective [date]. The reason for this termination is excessive absenteeism, which is a breach of the attendance requirements outlined in your contract.
According to our records, you have been absent from work without approved leave on the following dates: [list dates]. These absences exceed the allowable limit per your employment contract and have caused undue hardship on your department and the company as a whole.
We have addressed your attendance issues with you on [dates] and issued verbal and written warnings. Despite these warnings, your attendance has not improved to meet the contractual obligations.
By your employment contract, your final paycheck will be processed on [date] and mailed to your address on file. Please ensure that all company property, including your ID badge, keys, and any equipment, is returned to [contact person] by [date].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter 14
Subject: Notice of Termination – Attendance Policy Violation
Dear [Employee Name],
This letter serves as formal notice that your employment with [Company Name] is terminated effective [date]. The reason for your termination is excessive absenteeism, which is a violation of our company’s attendance policy.
Our attendance records indicate that you have been absent from work without prior approval on [x] occasions within the last [period]. These absences have surpassed the allowable limit per our policy and have caused significant disruption to your team’s productivity and the overall operations of the company.
We have previously addressed your attendance issues with you on [dates] through verbal and written warnings. Unfortunately, your attendance has not improved to meet our expectations.
Please contact [HR rep name] to arrange for the return of any company property in your possession, such as your ID badge, keys, or equipment. Your final paycheck, including any accrued but unused vacation time, will be mailed to your address on file within [x] business days.
Regards,
[Your Name]
[Your Title]
[Company Name]
Letter 15
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
I regret to inform you that your employment with [Company Name] is being terminated effective immediately. The reason for your termination is excessive absenteeism, which violates our company’s attendance policy and your employment agreement.
As documented in your employee file, you have been absent from work without approved leave on the following dates: [list dates]. These absences have exceeded the allowable limit per our policy and have caused undue strain on your department and coworkers.
We have made several attempts to address your attendance issues with you, including verbal and written warnings on [dates]. Despite these warnings, your attendance has not improved to an acceptable level.
Your final paycheck will be processed on our next regular payday and mailed to your address on file. Please return all company property, including your ID badge, keys, and equipment, to [contact person] by [date].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Wrapping Up Termination Letters for Absenteeism
Terminating an employee is never an easy task, but it is sometimes necessary to maintain a productive and fair work environment.
When dealing with a chronically absent employee, it’s crucial to have clear documentation of the absences and any warnings or disciplinary actions taken.
The sample termination letters provided in this article can serve as a starting point when crafting your letter.
Remember to maintain a professional and objective tone, clearly state the reason for the termination, and provide information about final pay and the return of company property.
By addressing absenteeism issues promptly and consistently, you can help foster a culture of accountability and ensure that all employees are treated fairly.
With clear communication and well-documented policies, you can navigate the challenging situation of terminating an employee due to excessive absenteeism.