Dealing with employee attendance issues can be tough for any company. When an employee’s attendance consistently causes problems, sometimes the difficult decision to terminate their employment has to be made. This article provides guidance on how to handle such situations and includes a Sample Termination Letter Due To Attendance to help you understand the process. We’ll break down the key elements and offer example letters for different scenarios.
Understanding the Importance of Proper Documentation
When it comes to attendance issues, it’s crucial to have a clear and consistent approach. This means having a well-defined attendance policy in place and following it fairly for everyone. Before considering termination, you should always document the issues. This includes things like:
- Dates of absences
- Reasons given for the absences (if provided)
- Any warnings or discussions with the employee about their attendance
Proper documentation is essential. It protects the company from potential legal issues and shows that you’ve tried to work with the employee to improve their attendance. Without this, it can be hard to defend your decision. Always consult with your HR department or legal counsel before making a decision to terminate someone.
Here’s a quick look at what good documentation includes:
| Element | Description |
|---|---|
| Attendance Policy | A written document outlining expectations for attendance and consequences of violations. |
| Warnings | Written notices given to the employee when attendance issues arise. These should detail the problem and what needs to improve. |
| Performance Improvement Plan (PIP) (if applicable) | A formal plan to help the employee improve, often including goals, deadlines, and support. |
Email Example: First Written Warning for Excessive Absenteeism
Subject: Written Warning – Attendance
Dear [Employee Name],
This letter serves as a written warning regarding your excessive absences from work. We have reviewed your attendance record, and it shows a pattern of absences that are impacting your ability to fulfill your job responsibilities. Specifically, you have been absent on the following dates: [List Dates].
As per our company attendance policy, [mention specific policy or clause], excessive absenteeism can lead to disciplinary action, up to and including termination of employment.
We need to see improvement in your attendance immediately. Please provide a plan to improve and inform your manager, [Manager Name], about the steps you have taken to improve your attendance. We would like to setup a meeting to discuss this matter. Please call me, [Your Name], to schedule a meeting.
Sincerely,
[Your Name]
[Your Title]
Email Example: Second Written Warning (Following a First Warning)
Subject: Second Written Warning – Continued Attendance Issues
Dear [Employee Name],
This letter is a second written warning regarding your continued attendance issues. On [Date of First Warning], you received a written warning for excessive absences. Despite this warning, your attendance has not improved. You have been absent on the following dates: [List Dates].
This is a serious matter. As discussed in your previous written warning, continued violation of our attendance policy can lead to further disciplinary action.
We would like to setup a meeting to discuss this matter. Please call me, [Your Name], to schedule a meeting.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Termination Letter Due to Unexcused Absences
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately, [Date].
This decision is based on your pattern of unexcused absences, despite previous warnings. Specifically, your attendance record shows [list specific instances, dates, and any previous warnings]. We’ve previously issued you a written warning on [Date of First Warning] and a second written warning on [Date of Second Warning] regarding your attendance. Despite those warnings, your attendance has not improved.
All final paychecks will be processed according to the law. You will receive your final paycheck, including any unused vacation time, on [Date]. Information regarding benefits and COBRA will be sent separately. Please return all company property, including [list items], by [Date and time]. You can return them to [Where to return].
We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Email Example: Termination Letter Due to Excessive Tardiness
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately, [Date].
This decision is based on your excessive tardiness, despite previous warnings. Your tardiness record shows [list specific instances and any previous warnings].
We previously discussed your punctuality on [Date of First Discussion] and [Date of Second Discussion], and issued a written warning on [Date]. Unfortunately, your tardiness has continued.
All final paychecks will be processed according to the law. You will receive your final paycheck, including any unused vacation time, on [Date]. Information regarding benefits and COBRA will be sent separately. Please return all company property, including [list items], by [Date and time]. You can return them to [Where to return].
We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Email Example: Termination Letter Due to Absence After FMLA Leave
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately, [Date].
This decision is based on your continued absences following your Family and Medical Leave (FMLA). You were approved for FMLA leave from [Start Date] to [End Date]. You were expected to return to work on [Return to Work Date]. However, we have not received notification that you are able to return or a request for an extension. Your absence has created a hardship to the company.
All final paychecks will be processed according to the law. You will receive your final paycheck, including any unused vacation time, on [Date]. Information regarding benefits and COBRA will be sent separately. Please return all company property, including [list items], by [Date and time]. You can return them to [Where to return].
We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Email Example: Termination Letter Due to Lack of Improvement After a PIP (Attendance)
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately, [Date].
This decision is based on your failure to meet the requirements of the Performance Improvement Plan (PIP) that we issued on [Date of PIP] to improve your attendance. The PIP outlined specific goals and expectations for improving your attendance. Your attendance record after [date of PIP] indicates that you did not meet these goals.
All final paychecks will be processed according to the law. You will receive your final paycheck, including any unused vacation time, on [Date]. Information regarding benefits and COBRA will be sent separately. Please return all company property, including [list items], by [Date and time]. You can return them to [Where to return].
We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Conclusion
Terminating an employee is never easy, but sometimes it becomes necessary for the health and productivity of the company. The provided Sample Termination Letter Due To Attendance examples offer guidance. Always remember to follow your company’s policies, document everything, and consult with HR and legal counsel. By being fair, consistent, and thorough, you can navigate these difficult situations with professionalism and protect your company from potential legal challenges.