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Unauthorised absence final reminder letter

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Absence and attendance template toolkit:

Our Unauthorised Absence Final Reminder Letter template helps address persistent absenteeism, promoting attendance and accountability.

If an employee is absent from work and has not responded to any previous communication, send this unauthorised absence final reminder model template.


Reading time
How long to understand and implement this letter?
10 mins
Word count
How many words in this letter?
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What is an Unauthorised absence final reminder letter?

An Unauthorised Absence Final Reminder Letter is a formal communication sent to employees who have unsanctioned absences. It warns against unacceptable absence and potential disciplinary action, emphasizing adherence to attendance protocols. The letter reinforces responsibilities, encourages prompt return to work, and is used as a last resort after prior measures.

Best practice timescale for this to be issued
When should this letter be issued?
Around 1 to 2 days after the second unauthorised reminder letter has been issued, and no contact has been made by the AWOL employee have not been responded to
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

How can I ensure that this letteris executed effectively?

Step Description Responsibility Timing
1 Confirm that the employee is currently AWOL and has not been in contact, despite receiving two previous reminder letters regarding their unauthorised absence. HR or Manager As needed
2 Review the employee's attendance records, previous letters, and discussions related to the unauthorised absences. HR or Manager Before drafting the letter
3 Draft the "Unauthorised Absence Final Reminder Letter" addressing the employee's AWOL status, reminding them of the policy, and notifying them that this is the final reminder before disciplinary action is considered. Clearly state that they need to make contact by a specified deadline to avoid disciplinary action. HR After reviewing records
4 Deliver the "Unauthorised Absence Final Reminder Letter" to the employee through registered mail, email, or any other official communication channel with proof of delivery. HR Immediately after drafting
5 If the specified deadline passes without the employee making contact, initiate the process for disciplinary action as outlined in your company's policies and procedures. HR After the specified deadline

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

United Kingdom

Here are some key UK employment legislation considerations to keep in mind when implementing an unauthorised absence final reminder letter:

  1. Employment Rights Act 1996: Ensure that the letter is in compliance with the requirements of the Employment Rights Act 1996, which sets out the minimum notice period that must be given to employees before they can be dismissed for reasons of misconduct or poor performance.

  2. Equality Act 2010: Consider any obligations under the Equality Act 2010, which prohibits discrimination and harassment on the basis of protected characteristics such as age, gender, race, and disability. Make sure that the letter is not discriminatory in any way.

  3. Data Protection Act 2018: Keep in mind any obligations under the Data Protection Act 2018, which sets out rules for the collection, use, and storage of personal data. Ensure that any personal data included in the letter is handled in accordance with these rules.

  4. General Data Protection Regulation (GDPR): Consider any obligations under the General Data Protection Regulation (GDPR), which sets out further rules for the handling of personal data. Make sure that any personal data included in the letter is handled in accordance with these rules.

  5. Ensure that the letter is consistent with any other policies and procedures in place at the company, such as those relating to disciplinary procedures, grievance procedures, and sickness absence management.

  6. Make sure that the letter is drafted in a clear and professional manner, and that it is communicated to the employee in a respectful and non-threatening way.

Other territories

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

Unauthorised absence final reminder [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Unauthorised Absence (Third Letter)

I am writing to you in regards to your recent unauthorised absence from work. We have noted that you have been absent from work without proper authorisation on [list dates and duration of absences].

As you are aware, our company has a strict attendance policy in place, which requires all employees to attend work regularly and to follow the proper procedures for requesting time off or reporting absences. Your unauthorised absences are in violation of this policy.

We would like to remind you that continued unauthorised absences may result in disciplinary action, up to and including termination of your employment. We hope that this letter serves as a final reminder to you of your obligations and responsibilities as an employee of our company.

We urge you to contact your manager or HR representative as soon as possible to discuss your situation and to arrange for a return to work. We are committed to working with you to address any issues that may be preventing you from attending work regularly and to support you in meeting your responsibilities as an employee.

Please note that you are required to respond to this letter within [specify number of days], either by contacting your manager or HR representative or by submitting a written response to this letter. Failure to respond may result in further disciplinary action.

We hope that you will take this opportunity to return to work and to resume your normal duties and responsibilities.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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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.

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Unauthorised absence final reminder letter template
Next step
Disciplinary hearing invitation letter template

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

Unauthorised absence final reminder letter
unauthorised absence final reminder letter