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Verbal warning for excessive absence letter

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Our Verbal Warning for Excessive Absence Letter Template addresses attendance issues professionally, promoting improved attendance and accountability.

Use it to inform an employee of the first stage of the disciplinary process due to them being absent on a high number of occasions.

An informal verbal warning is often all you need to improve an employee’s conduct or performance.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
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What is a Verbal warning for excessive absence letter?

The purpose of a Verbal Warning for Excessive Absence Letter Template is to address an employee's excessive absenteeism. The letter serves as a verbal warning, officially notifying the employee about their attendance concerns and the potential impact on their job performance and the organisation.

It emphasises the importance of improved attendance and holds the employee accountable for their attendance record. The template aims to prompt the employee to take corrective action and maintain better attendance in the future, while also providing documentation of the verbal warning in case further disciplinary measures are necessary.

It helps in promoting a culture of attendance and punctuality while ensuring fair and consistent treatment of employees in addressing attendance issues.

Best practice timescale for this to be issued
When should this letter be issued?
As soon as possible after a discussion has been held, and the employee verbally warned
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom
  • Employment Rights Act 1996: Provides guidelines on conducting disciplinary procedures, including verbal warnings, and the right to be informed in writing.

  • Equality Act 2010: Ensures fair treatment during disciplinary processes, prohibiting discrimination based on protected characteristics, including absences related to disabilities or medical conditions.

  • ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for handling disciplinary matters, including the use of verbal warnings, and emphasizes the importance of clear communication.

  • Data Protection Act 2018: Ensures that employee data related to disciplinary matters, including absences and warnings, is handled securely and confidentially.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Verbal warning for excessive absence [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Notice of Verbal Warning

I refer to our informal meeting of [date]. In accordance with company policy, this letter is to serve as a verbal warning for your excessive absenteeism. You must immediately improve your attendance record to acceptable standards or further discipline, including termination, may result.

On several occasions I have spoken to you about your poor attendance record, and improvement was noticed for a time. However, your excessive absences have always resumed. For the period covering [start date] to [end date] you were absent [days] days, excluding holidays and bank holidays. These absences are detailed below:

[insert list of reasons and total days per occasion]

This warning will be placed in your personnel file but will be disregarded for disciplinary purposes after a period of [number] months provided your [conduct improves | performance reaches a satisfactory level].

You have the right of appeal against this decision. Your appeal should be directed to [Name | the HR Department | HR Services] within [number] days of receiving this letter. It should set out in full the reason(s) for your appeal.


Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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Concern about absence letter template

Our Concern about absence Letter template assists employers in addressing and expressing concerns regarding an employee's absence from work.

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Verbal warning for excessive absence letter template
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Disciplinary hearing invitation letter template

If you are considering taking disciplinary action against an employee, issue this model disciplinary hearing invitation letter template.

Verbal warning for excessive absence letter
verbal warning for excessive absence letter