Sample Disciplinary Letter for Excessive Absenteeism - Verbal Warning
About this form
The Sample Disciplinary Letter for Excessive Absenteeism - Verbal Warning is a formal document used by employers to address an employee's pattern of excessive absenteeism. This letter serves as a written record of a verbal warning, highlighting the impact of the employee's absences on the team's operations and outlining expectations for future attendance. Unlike other disciplinary forms, this letter specifically addresses the need for immediate improvement in attendance while allowing the employee to correct their behavior without immediate severe repercussions.
Form components explained
- Confidential header indicating the letter's purpose.
- Employee and supervisor details, including names and titles.
- Date of the warning and the specific instances of absenteeism.
- Outline of the impact of absences on departmental operations.
- Expectation statement regarding attendance and schedules.
- Consequences of continued absenteeism.
- Space for employee and supervisor signatures to acknowledge receipt.
When this form is needed
This form should be used when an employee has shown a consistent pattern of excessive absenteeism that disrupts workplace productivity. It provides a structured method for addressing the issue, documenting the conversation, and setting a path for improvement. Utilizing this letter can help prevent potential legal issues by ensuring that the employee is aware of the company's attendance policies and the consequences of failing to adhere to them.
Who can use this document
This form is intended for:
- Supervisors or managers in any organization needing to address attendance issues with employees.
- Human resources personnel responsible for maintaining employee records and ensuring compliance with discipline procedures.
- Business owners looking to formally document attendance-related concerns with employees.
Completing this form step by step
- Enter the employee's name and classification at the beginning of the letter.
- Specify the date of the letter and clearly state the level of discipline.
- Document the specific dates the employee was absent and reference any previous conversations.
- Clearly outline the impact of the absenteeism on departmental operations.
- Include the scheduled dates for future meetings to review progress regarding attendance.
- Obtain signatures from both the employee and the supervisor to acknowledge receipt of the letter.
Notarization guidance
In most cases, this form does not require notarization. However, some jurisdictions or signing circumstances might. US Legal Forms offers online notarization powered by Notarize, accessible 24/7 for a quick, remote process.
Common mistakes to avoid
- Failing to document specific dates of absenteeism accurately.
- Not clearly stating the consequences of continued absenteeism.
- Overlooking the importance of obtaining signatures to confirm receipt.
Why complete this form online
- Easy access to a professionally drafted form designed by licensed attorneys.
- Convenient download and customization options to fit your specific needs.
- Reliable documentation that can be stored securely for future reference.
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FAQ
Your employer is allowed to give any type of warning that they think is appropriate. For example, in a case of theft or violence they might decide to go straight to a final warning - or even dismissal.This might happen if your employer has treated a simple telling off as an official verbal warning.
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.
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.
Take the employee into a private room. State what the issue is. Discuss the changes they should make. Provide a timeframe for correction. State consequences.
If you have any rules regarding an absence or what an employee should do in case of absence, remind them of the rules. State that you or management is having a problem with that employee's attendance. Make sure you have the exact dates and times documented, and then present it to them. Express concern over the issue.
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.
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.
The verbal warning is generally followed, in disciplinary action procedures, by a written verbal warning that begins the documentation of disciplinary action in the employee's personnel file. The written verbal warning provides the beginning of the documentation necessary for an organization to fire an employee.
For example, the employee was absent for three days without permission and the dates listed. The reprimand should be stated in the first paragraph. It should inform the employee that the letter is a formal warning that may result in further action if the situation continues.
