Warning letter for absenteeism 2023 (guide + free samples)

The effective way to deal with absenteeism as a boss at your workplace is to send that idiot a powerful Warning letter.

Don’t waste your energy by calling and shouting Yooou! and blah blah.

Action speaks louder than words. Use the warning letter for absenteeism samples that I will share with you in this post to deal with any form of absenteeism in your organization.

To help you get the most out of it I would like to spend a few seconds telling you the ABCs of a warning letter for absenteeism before giving you the samples.

  • What is a warning letter for absenteeism?
  • Why do you need a perfect warning letter for absenteeism?
  • How to write an effective warning letter for absenteeism
  • warning letter for absenteeism samples
  • etc.

Let’s get started

What is a warning letter for absenteeism?

A warning letter for absenteeism is a brief statement of facts written by the supervisor to warn an employer about his unauthorized absence from work or being absent from work without reasonable excuse.

A warning letter for absenteeism is always used to address a chronic problem in which the employee does not appear to improve despite repeated verbal warnings, meetings, and other forms of redress.

Before issuing an absenteeism warning letter;

  • Determine the cause of the absence.
  • Verify whether the absence is intentional or not
  • Inform the employee of the consequences and the next steps to be taken after issuing the warning letter.
  • Make sure the employee comprehends the consequences and their results.

Why do you need a warning letter for absenteeism?

The following are the reasons why you should issue an absenteeism warning letter to your employee.

  • It is a formal means of confirming and addressing an employee’s absence.
  • It gives the impression that things are more serious.
  • It provides an opportunity for an employee to improve before facing additional disciplinary action.
  • It serves as evidence in the event of any future issues.
  • etc.

How to write an effective warning letter for absenteeism

A warning letter for absenteeism is written in a business letter format. Begin your letter with your address and contact information, followed by a date and the employee’s address, and state that you are writing to warn him of his unauthorized absence from work, provide the reasons for the warning, and include any further steps to be taken.

Finish your letter with SINCERELY followed by your name and signature.

REMEMBER the aim of your warning letter is to formally warn an employer of his unauthorized absence from work

Therefore the following is how you can write an effective warning letter for absenteeism to the employee.

  • Provide your name, address, and contact information
  • Include the date of the letter
  • Include the employee’s, address, and contact information
  • Include the employee’s name, title, and department
  • Open your letter by stating clearly that you are writing to warn about absenteeism
  • Explain the parameters of the warning
  • Make reference to any relevant documents signed by the employee (employment contract, attendance policies, attendance registry, etc)
  • Indicate your intention to take further actions in case of no changes
  • Attach any necessary documentation (previous warning letters (in case of subsequent warning), minutes, etc.)
  • Be concise and to the point
  • Maintain a professional tone
  • Be honest

Warning letter for absenteeism sample

The following is a sample of the 1st warning letter for absenteeism to an employee.

Name
Title
Organization Name
Address
City, State, Zip Code
phone
email

or

LETTERHEAD

DATE

[Employee’s Name]
[Employee’s Street Address]
[Employee’s City, State, and Zip Code]

Dear [Employee’s last name]

This letter is a formal warning regarding your unapproved absence from work. We just examined your attendance and discovered that you were absent from work on [days] without notice.

That action is completely improper, and as we previously discussed, we cannot condone it because it violates our employee Attendance policy. As a result, you are warned that indulging in such activity will result in additional disciplinary action.

Please be aware that our team has placed you under close supervision to guarantee that you do not miss work without reasonable excuses.

Be informed, warned, and cautioned accordingly.

Sincerely

Signature

Name

Second warning letter for absenteeism

Dear Mr. Hill

We are disappointed to discover that, despite receiving a previous warning letter on [date], your absenteeism has not changed. This reveals how motivated you are to destroy our organization.

Please be warned that your employment will be terminated if you don’t make any improvement during this second chance to improve your tendency of unauthorized absence from work.

Additionally, we urge that if you won’t be at work, you should ask for permission in advance.

Sincerely

Sign

Name

Final warning letter for absenteeism

Dear Ms. Kane

You are receiving this mail as a final reminder of your absenteeism.

We have had numerous conversations and written warnings, but we have not seen any change in your behavior.

This is the last and final warning we’re giving you; if we don’t notice a change in your chronic absenteeism, we’ll terminate you without further warning.

Be informed, warned, and cautioned accordingly.

Sincerely

Signature

Name

Warning letter for absenteeism pdf

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Isack Kimaro
Isack Kimaro

Editor-in-chief and founder of sherianajamii.com. Holder of Bachelor of Laws (LL.B) and Post Graduate Diploma in Legal Practice. Lawyer by profession and blogger by passion