Unauthorised absence first reminder letter
Our Unauthorised Absence First Reminder Letter template helps address unexplained absences and prompts employee communication.
If an employee is absent from work and has not made contact, send this unauthorised absence first reminder model template to ask them to get in touch.
5 mins
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What is an Unauthorised absence first reminder letter?
The Unauthorised Absence First Reminder Letter serves as a formal communication tool to address instances of unauthorised employee absence from work. This letter is designed to remind employees about their responsibility to adhere to attendance policies and procedures, and to prompt them to provide an explanation for their absence. By sending this letter, the company aims to initiate a proactive approach to attendance management, foster accountability among employees, and encourage timely communication to resolve unauthorised absence issues.
Around 1 to 2 days after the unauthorised absence commences, and after voice messages and other forms of communication have not been responded to
The Employer (you) to the Employee
Great Britain & NI (United Kingdom), Worldwide
How can I ensure that this letteris executed effectively?
| Step | Description | Responsibility | Timing |
| 1 | Identify the unauthorised absence of the employee and lack of contact. | HR | After absence period |
| 2 | Review previous communication, such as the initial absence notification and any attempts to contact the employee. Attempt to contact by phone if not already. | HR | Before sending |
| 3 | Prepare the Unauthorised Absence First Reminder Letter. Clearly state the unauthorised absence, the lack of contact, and the need for communication. | HR | Before sending |
| 4 | Send the letter to the employee's registered address via certified mail, emphasizing the urgency of making contact. | HR | As soon as prepared |
| 5 | Maintain a copy of the sent letter and related documentation for record-keeping purposes. | HR | After sending letter |
What legislation and best practice guidelines have been taken into account in the development of this template?
When addressing unauthorised absences, our Unauthorised Absence First Reminder Letter template aligns with key UK employment legislation:
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Employment Rights Act 1996: Governs employee rights and obligations, including attendance and absence policies.
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Health and Safety at Work Act 1974: Requires employers to ensure the health, safety, and welfare of employees, which can be affected by unauthorised absences.
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Company's Absence Management Policy: Establishes procedures and guidelines for managing employee absences, including reminders and communication protocols.
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Equality Act 2010: Ensures fair and equal treatment of employees during absence management processes.
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Data Protection Act 2018: Dictates how employee absence data is handled and protected, particularly in communication related to unauthorised absence reminders.
Other territories
Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.
In which communication or process sequence does this template belong?
Guide to managing an AWOL employee
Our Guide to managing an AWOL employee streamlines handling sudden absences, promoting operational continuity and employee accountability.
Unauthorised absence second reminder letter template
Our Unauthorised Absence Second Reminder Letter template helps address AWOL employees who haven't responded to previous notices, guiding appropriate action.
