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Effective Ways To Make An Unauthorized Absence Warning Letter Effortlessly

  • warning letter to employee for absence
  • 8 min read
  • September 14, 2023

Unauthorized Absence-Warning Letter Effortlessly

Most people don’t understand what an unauthorized absence warning letter means. However, Superworks is here to help you by providing the ultimate guide regarding the different kinds of warning letters.

If an employee is absent from work that doesn’t mean that is authorized only, if they are absent from work without permission then it falls in the category of “Unauthorized Absence”. It falls under the category- of absent without permission.

Every company has their own rules, and they have to be followed. Some companies prefer a particular absence warning procedure and for that warning letter for absence is required.

Keep reading to find out more about different kinds of absences like this and what happens if someone does it. Here is the letter that you can take it directly or customize as per your requirements.

Download Unauthorized Absence Warning Letter

Note: You can download directly from here and edit as per your need.

Authorized Absence Vs. Unauthorized Absence

There are 2 types of absence:

1. Authorized

2. Unauthorized.

Here we will guide you on how they are different from each other.

1. Authorized Absence

Authorized Absence

Employees are not machines, they need leave & sometimes, it’s okay to take time off work for different reasons. Here are some of those reasons are authorized:

  • Sick Leave

  • Vacation Leave

  • Accidental Leave

  • Family Related Leave

  • Career Breaks

  • Jury Service

  • Public Duties

Usually, you need to ask your boss for permission before taking leave and after completing your duties. But if something really urgent happens, you can ask on the same day you need to be away, that is authorized absence.

2. Unauthorized Absence

Unauthorized Absence

If an employee doesn’t ask and just doesn’t come to work, that’s called an “Unauthorized Absence.” All of these rules should be in your company’s policy about taking time off whenever it’s needed. If this is happening again and again then you need to issue an explanation letter for unauthorized absence. But there can be exceptions in such cases where HR or the boss can confirm your leave as an authorized one. Below these are related cases:

  • Short Notice Emergency Leave

  • Maternity, Paternity or Adoption Leave

  • Legislative Right Absence

  • Annual Leave In Advance

How To Deal With Unauthorized Absences?

How To Deal With Unauthorized Absences

There can be difficulties for everyone if there is an unauthorized absence in the office. As an employee, If one of your coworkers doesn’t come to work without telling anyone, you need to face the extra workload and that can cause productivity issues. However, it can be solved by HR India Solutions.

You can deal with the absence by informing them not to do this again. Sometimes, there are valid reasons for the absence and as an HR or owner, you need to understand their concerns as well. Understand the reasons why they couldn’t come to work, like if they had an accident or a sudden loss in their family. They should think about each situation carefully.

If there’s no valid reason for not coming to work, then they have to take action following the company’s rules. Actions include- scolding them, issuing a warning letter to employee for absence, again issuing a warning letter to employee for excessive absence, or charging for penalty leave if it is repetitive.

If you still don’t know about the right standard of procedure as a violation of the absence rules, you can follow the procedure given below.

Standard Procedure To Deal With Unauthorised Absence

Standard Procedure

If one of your employees goes on unauthorized leave then for further disciplinary you need to take action. You need to follow these rules, and these rules usually cover the first and second time of unauthorized absence.

1. First Time of Absence

First Time of Absence

First of all, if the employees go on leave without permission, or information in the company then first of all try to contact the employee, if they are okay. An HR should email, call, or send a text message.

If you can’t reach the employee and you have their emergency contact in your employee directory, call that person and understand their situation.

Send an unauthorised absence warning letter to the employee saying you’re concerned about their absence and that it’s not allowed for the company’s growth. You can tell them to get in touch as soon as possible if there is any serious issue. Mention that if they don’t, they might have to attend a further disciplinary meeting.

If the employee contacts you later that day or the next day, you can ask the question to them. You’ll decide if you should take disciplinary action.

2. Second Time Of Absence

Second Time Of Absence

If the employee is absent for another day or makes the same repetitive mistake again then again try to contact them again.

If you still don’t hear from them by the end of the second day, call them for a personal meeting or provide the reason for the same. Explain everything about their absence and your attempts to contact them in the invitation letter. Give them enough warning for the meeting.

Send the invitation letter and email a warning letter it if they have an email address. After that, you can expect a reply to warning letter for absence from employees.

3. Disciplinary Action

Disciplinary Action

After drafting the letter again and again if you don’t get a satisfactory reply from the employee, you need to take disciplinary action for the same. Due to a violation of the rule of the company, you can decide the penalty to pay from the employee.

These rules let employees know what will happen if they break them, which is important for fairness. Because this can be done with the prior permission.

Dealing with unauthorised absences usually involves giving warnings, and drafting a warning letter and it could lead to the employee being fired with notice. But firing someone straight away for unauthorised absence is risky, so better to consider a warning letter without considering a penalty. especially if they’ve worked for the company for more than two years because they might be able to claim they were unfairly dismissed.

However, in some cases, unauthorized absence in the company could be seen as very serious, like when an employee takes time off when they were told not to.

Each case of unauthorised absence should be looked at separately. Employees often have reasons for not coming to work, and some might be understandable, but some are not.

Read more: Attendance Warning Letter: What HR Managers Need to Know!

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What Should Be Included In A Final Warning Letter To Employee For Absence?

Final Warning Letter To Employee

This HR letter – is a warning letter for absence you use but if you want to make own then you can include the below details:

  • Name and Employee ID

  • The Exact Incident That Occurred

  • The Warning And Consequences Of Repetition

  • The Information On The Leave Policy That Was Violated By Employee

  • Penalty Charge If This Letter Is Ignored

Within a few minutes, you will be able to create a warning letter for unauthorized absence that serves meaning. The template contains vital information and help you with these things:

  • It helps to handle the situation informal way and help HR to easily communicate with employee.

  • It supports the manager to control the situation.

  • It standardizes the whole procedure.

Warning Letter To Employee For Absence In Word Format

Warning Letter To Employee

Sample Warning Letter To Employee For Absence

Sample Warning Letter To Employee For Absence

How About To Get The Free Documents From HR Toolkit?

Stop thinking of making everything manually, you need a magic bullet to make everything automated and seamless. Whether it is about drafting the warning letter or streamlining the HR processes- The best HRMS software from us can help you in every way.

So, from now don’t worry about workforce management, you can effectively make this possible without taking tension about how to communicate, how to save employee documents, and many more. You can also customize the documents as per your need as we have Word Format as well. Check the HR toolkit now!

Written By :
Author-image

Alpesh Vaghasiya

The founder & CEO of Superworks, I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of Superworks is Connecting people, Optimizing the process, Enhancing performance.


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