Sample Disciplinary Letter for Excessive Absenteeism
What this document covers
The Sample Disciplinary Letter for Excessive Absenteeism is a formal notice that an employer can use to address an employee's excessive absenteeism. This letter serves as a warning and outlines the specific attendance issues that have been observed, as well as the consequences for failing to improve in the specified time frame. Unlike informal conversations, this letter provides a documented approach to disciplinary action based on company policy.
Key parts of this document
- Date of the letter
- Employee's name and address
- Details of the attendance issues and timeframe of excessive absenteeism
- An explanation of the company's attendance policy
- Consequences of continued absenteeism
- Signature of the manager or HR representative
When to use this document
This form should be used when an employee has demonstrated a pattern of excessive absenteeism that violates company policies. It's essential to issue this letter before taking further disciplinary action, providing the employee with a clear understanding of what is required to maintain their employment. This may be applicable after verbal warnings or informal discussions have not led to improvements in attendance.
Who should use this form
- Human resources professionals seeking to document attendance issues
- Managers responsible for employee oversight
- Companies implementing formal disciplinary procedures
- Organizations wanting to ensure compliance with employment laws
How to complete this form
- Enter the date of the letter at the top.
- Fill in the employee's name and address accurately.
- Describe the specific attendance problems in detail.
- Specify the timeframe during which the absenteeism occurred.
- Clearly state the expectations moving forward and the potential consequences of non-compliance.
- Sign the letter and provide your title to formalize the notice.
Does this document require notarization?
This form does not typically require notarization to be legally valid. However, some jurisdictions or document types may still require it. US Legal Forms provides secure online notarization powered by Notarize, available 24/7 for added convenience.
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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.
Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
Mistakes to watch out for
- Failing to document specific dates of absenteeism.
- Not providing a clear time frame for improvement.
- Using vague language that does not clearly outline expectations.
- Neglecting to obtain a signature from a supervisor or HR representative.
Benefits of completing this form online
- Convenience of immediate access for quick drafting.
- Editability allows for customization to specific situations.
- Reliability of professionally drafted content by licensed attorneys.
- Secures compliance with legal language and formatting standards.
Legal use & context
- The letter serves as formal notification of discipline, providing a record for future actions.
- Properly issued letters can protect against wrongful termination claims.
- Ensures compliance with employer policies and employee rights statutes.
Key takeaways
- The letter addresses specific issues of excessive absenteeism.
- Clear expectations are set for future attendance.
- Written documentation supports the disciplinary process in case of future disputes.
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FAQ
Step 1: Put it in writing. Step 2: Gather information. Step 3: Tell them you've noticed. Step 4: Show your concern. Step 5: Open up a discussion. Step 6: Make accommodations when appropriate. Step 7: Know when to take it up a notch.
Dear Employee Name, I am writing you this letter as a warning to the continuous and unexplained negligence of the tasks and duties assigned to you. Despite the many verbal warnings, you showed little to no progress when it comes to getting things done.
Date. Details of the employee. Details of the employer. The period of absence. Reasons behind the absence. Reasons behind not informing beforehand, if applicable. Apologize, if applicable. Inform about how the missed work would be or have been compensated.
Follow business letter format. Use the official business letter format when writing your letter. Understand your employer's policies. Have a legitimate excuse. Send the letter as soon as possible. Keep it brief. Offer to help.
Specific facts (not opinions) about the situation. The rule or policy violated. Objectives and expectations for improvement. Disciplinary action being taken. Consequences for not correcting the problem. Signatures and dates.
At the very end of the letter, you should show you are apologetic. There is nothing wrong with being absent if you have a serious reason to do so. Try to provide and explain these reasons to your boss. If you do not want to explain why you were late or absent, then come to work on time.
So, what you're going to have to write down is the complete name of the employee or employees that have not attended work (last name, first name, and middle initial) as well as the employee's job title into the report. Just make sure that you don't misspell that employee's name to validate his/her absence.
Create a form that includes spots for the employee's name, description of the offense, dates of absenteeism and the actions you've taken so far to reduce the absenteeism. The standardized approach keeps the write-up professional and organized, helping you remain tactful even when the employee's behavior is frustrating.
