Dealing with employee termination is a tough part of any HR professional’s job. One of the most common reasons for letting an employee go is poor attendance. This article will break down the ins and outs of a Sample Termination Letter Due To Attendance, explaining why it’s used, what it should include, and showing you some examples. We’ll cover different scenarios to help you understand how to handle these situations professionally and legally.
Why a Sample Termination Letter Due To Attendance Matters
A termination letter is an official document. It serves as a formal record of the end of an employment relationship. When attendance is the issue, the letter is crucial for several reasons. It protects the company from potential legal issues, such as wrongful termination claims. It also provides the employee with a clear explanation of why they’re being let go. A well-crafted letter ensures that all parties understand the situation and their rights and responsibilities. Consider it as a way to make sure everything is documented and fair.
The letter should clearly state the reasons for the termination, specifically focusing on attendance issues. This might include excessive absences, tardiness, or a failure to follow company policies regarding time off. The letter should also refer to any previous warnings the employee received. This helps to show that the company followed a progressive disciplinary process. This is super important because it proves you gave the employee a chance to improve.
Here are some key components often found in a termination letter due to attendance issues:
- Employee’s name and job title
- Date of termination
- Specific reasons for termination (e.g., number of absences, dates of tardiness)
- Reference to previous warnings (dates, type of warning)
- Details about final pay, benefits, and return of company property
- Contact information for HR or relevant department
Example: Termination Due to Excessive Unexcused Absences
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately, on [Date].
This decision is based on your excessive unexcused absences from work, which have violated company policy.
Your attendance record has been reviewed, and it has been noted that you have been absent from work on the following dates without providing a valid excuse:
- [Date]
- [Date]
- [Date]
- [Date]
You were previously warned about your attendance issues on [Date of Warning] through [Type of Warning – e.g., written warning, verbal counseling]. Despite this warning, your attendance has not improved, and we have not received any valid explanation.
Your final paycheck, including any accrued vacation time, will be available on [Date] and will be [Method of Payment – e.g., direct deposit, physical check]. You will also receive information regarding your eligibility for COBRA and other benefits.
Please return all company property, including your employee badge, laptop, and any other company-owned items, to [Location] by [Date].
If you have any questions, please contact [HR Contact Name] at [Phone Number] or [Email Address].
Sincerely,
[HR Manager Name]
[HR Department]
Example: Termination Due to Repeated Tardiness
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Date].
This decision is due to your repeated tardiness, which is a violation of company policy regarding punctuality. Your attendance record has been closely monitored.
We have documented several instances of you arriving late to work:
- [Date]: Arrived at [Time]
- [Date]: Arrived at [Time]
- [Date]: Arrived at [Time]
A verbal warning was issued on [Date] and a written warning on [Date]. Despite these warnings, the issue has persisted.
Your final paycheck, including any accrued vacation time, will be issued on [Date] and will be distributed via [Method of Payment]. Details regarding your final benefits will be sent to you separately.
Please return all company property to [Location] by [Date].
Should you have any questions, please reach out to [HR Contact Name] at [Phone Number] or [Email Address].
Sincerely,
[HR Manager Name]
[HR Department]
Example: Termination Due to Failure to Follow Attendance Policy (Requesting Time Off)
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter is to inform you of the termination of your employment with [Company Name], effective [Date].
Your termination is due to your failure to follow the company’s attendance policy, specifically regarding the proper procedures for requesting time off.
The company requires all employees to request time off at least [Number] days in advance, and the request needs to be approved by your supervisor. We have documented several instances where you did not follow this procedure.
The following unauthorized absences were recorded:
- [Date]
- [Date]
- [Date]
Previous warnings were given on [Date of Warning] and [Date of Warning].
Your final paycheck, including any outstanding vacation pay, will be made available on [Date]. You will receive further details regarding your benefits.
Company property needs to be returned to [Location] by [Date].
Please feel free to contact [HR Contact Name] at [Phone Number] or [Email Address] with any questions.
Sincerely,
[HR Manager Name]
[HR Department]
Example: Termination Following a Final Written Warning for Attendance
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter confirms that your employment with [Company Name] is terminated, effective immediately, on [Date].
This decision is a result of continued attendance issues, despite previous warnings and counseling.
You received a final written warning on [Date] regarding your attendance. Specifically, the warning detailed instances of [briefly describe the attendance issues, e.g., excessive tardiness and absences].
The company policy requires employees to maintain a good attendance record. Your attendance has not improved since the final warning.
Your final paycheck, including any accumulated vacation time, will be processed and available on [Date]. Additional details concerning your benefits package will be sent separately.
Please return all company-owned items to [Location] by [Date].
If you have any questions, contact [HR Contact Name] at [Phone Number] or [Email Address].
Sincerely,
[HR Manager Name]
[HR Department]
Example: Termination Due to Pattern of Absences Over Time
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Date].
This decision is due to a recurring pattern of absences impacting your ability to meet the requirements of your role. This pattern has continued despite previous interventions.
Your attendance record reflects the following:
| Month | Number of Absences | Reason |
|---|---|---|
| [Month] | [Number] | [Reason] |
| [Month] | [Number] | [Reason] |
| [Month] | [Number] | [Reason] |
Previous attempts to address these issues included a verbal warning on [Date] and a written warning on [Date]. Despite this, the pattern has not been resolved.
Your final paycheck, including accrued vacation time, will be processed and accessible on [Date], along with details about your final benefits.
Please return all company property, including your employee badge and laptop, to [Location] by [Date].
Please reach out to [HR Contact Name] at [Phone Number] or [Email Address] for any questions.
Sincerely,
[HR Manager Name]
[HR Department]
Example: Termination for Excessive Absenteeism Impacting Team Performance
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date].
Your termination is a result of excessive absenteeism, which has negatively impacted the performance of your team and the company. Your frequent absences have caused disruptions and placed a burden on your colleagues.
Your attendance record demonstrates:
- [Date]: Absent, [Reason]
- [Date]: Absent, [Reason]
- [Date]: Absent, [Reason]
You were previously warned about the impact of your absences on [Date]. Despite this, the problem has continued.
Your final paycheck, including any remaining vacation time, will be available on [Date], with details on your benefits package to follow.
Please return all company property to [Location] by [Date].
If you have any questions, contact [HR Contact Name] at [Phone Number] or [Email Address].
Sincerely,
[HR Manager Name]
[HR Department]
Example: Termination After Approved Leave, But Failure To Return to Work
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Date].
Your termination is due to your failure to return to work as scheduled following an approved leave of absence.
You were granted a leave of absence from [Start Date] to [End Date]. Your expected return to work date was [Return Date]. We have not received any communication from you regarding your failure to return to work on this date.
You were informed of the return-to-work requirement in the approval of your leave of absence and also notified on [Date of Notification].
Your final paycheck, including any accrued vacation time, will be issued on [Date] and will be issued via [Method of Payment]. Information regarding your final benefits will be sent separately.
Please return all company property to [Location] by [Date].
Should you have any questions, please contact [HR Contact Name] at [Phone Number] or [Email Address].
Sincerely,
[HR Manager Name]
[HR Department]
In conclusion, a well-written Sample Termination Letter Due To Attendance is a critical tool for HR. It helps to protect both the company and the employee, making sure the process is fair and legal. By following the guidelines and using the examples provided, you can navigate these difficult situations with confidence. Remember to always consult with legal counsel to ensure compliance with all applicable laws and company policies.