Dealing with employee attendance issues is tough, and sometimes, it leads to a difficult decision: termination. This essay will guide you through the process of creating a proper “Sample Termination Letter Due To Attendance,” explaining its purpose and providing examples for different situations.
Why a Termination Letter is Necessary
A termination letter is a formal document that officially ends an employee’s employment. When attendance is the problem, this letter is crucial. It clearly states the reasons for termination, the date it takes effect, and any final details about pay and benefits. This protects both the employer and the employee by providing a written record of the termination. Without this, things can get confusing, and disagreements can arise later. Think of it like a receipt – it confirms the transaction.
There are several important elements to include when writing a termination letter for attendance issues:
- The employee’s name and job title.
- The date the termination takes effect.
- A clear and concise explanation of the attendance issues.
- Reference to any previous warnings or discussions about attendance.
- Details about final paychecks and benefits.
- Contact information for further questions.
Properly documenting attendance issues and the steps taken to address them is extremely important. Here’s a simple table you can use to document these steps:
| Date | Issue | Action Taken | Outcome |
|---|---|---|---|
| 01/15/2024 | Tardy Arrival | Verbal Warning | Employee acknowledged |
| 02/20/2024 | Absent without Notification | Written Warning | Employee signed |
| 03/10/2024 | Excessive Absences | Final Written Warning | Employee signed |
Email 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, [Date].
This decision is based on your excessive unexcused absences. Despite previous verbal and written warnings on [Date of Verbal Warning] and [Date of Written Warning(s)] regarding your attendance, your attendance has not improved. Specifically, you have been absent on [Number] days without providing a valid reason or notifying your supervisor. This violates our company’s attendance policy, which states [Briefly state relevant policy section].
Your final paycheck, including any accrued vacation time, will be issued on [Date] and will be sent to [Address] or available via direct deposit. Information regarding your eligibility for COBRA and other benefits will be provided separately.
Please return all company property, including your employee badge, laptop, and any other company-owned items, to [Location] by [Date and Time].
We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter Example: Termination Due to Repeated Tardiness
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Dear [Employee Name],
This letter serves as formal notification that your employment with [Company Name] is terminated, effective [Date].
This decision is a result of your repeated tardiness. Our records show you have been late to work on numerous occasions, despite previous discussions and warnings. Specifically, you have been late on [Number] days over the past [Time Period]. This is a clear violation of our company’s attendance policy, which requires employees to arrive on time for scheduled shifts as stated in our employee handbook section [Section Number].
On [Date], you received a verbal warning about your tardiness. You then received a written warning on [Date]. Despite these warnings, your attendance has not improved.
Your final paycheck, including any outstanding wages and accrued vacation time, will be available on [Date] and will be delivered to [Method: e.g., direct deposit, mailed to your address]. Details regarding your eligibility for continued benefits (e.g., COBRA) will be provided separately.
Please return all company property, including your employee badge and any company-issued equipment, to [Location] by [Date].
We wish you well in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Email Example: Termination Due to Pattern of Absenteeism After Previous Warnings
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective immediately, [Date].
This action is a direct result of your repeated absenteeism, despite receiving previous warnings. Our records show a concerning pattern of absences, including absences on [List Specific Dates of Absences]. These absences, along with those from [Previous dates if any], demonstrate a failure to adhere to our attendance policy, which clearly outlines the expectations for regular and reliable attendance as stated in our employee handbook section [Section Number].
You received a verbal warning on [Date] and a written warning on [Date]. You were also given a final written warning on [Date] to address these attendance issues. Unfortunately, there has been no sustained improvement.
Your final paycheck, including any remaining vacation time, will be processed on [Date] and sent to [Address] or available via direct deposit. Information about your eligibility for COBRA and other benefits will be provided separately.
Please return all company property, including your ID badge and laptop, to [Location] by [Date and Time].
We regret having to take this action. We wish you success in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter Example: Termination Due to Excessive Absence (Exceeding Company Policy)
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date].
This decision is based on your excessive absences from work. According to our company policy (outlined in Section [Section Number] of the Employee Handbook), employees are allowed a limited number of absences within a given period. Your absences have exceeded this limit. Specifically, you have been absent for [Number] days in the last [Time Period], which surpasses the allowable limit. This has created a significant disruption to our operations and team productivity.
You received a verbal warning on [Date], followed by a written warning on [Date] and a final written warning on [Date]. However, your attendance has not improved, and has remained a problem.
Your final paycheck, including any earned wages and accrued vacation time, will be available on [Date] and will be [Method of Payment: e.g., mailed to your address or available via direct deposit]. Information regarding your eligibility for COBRA and other benefits will be sent to you separately.
Please return all company property, including your employee badge, to [Location] by [Date].
We wish you the best of luck in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Email Example: Termination After Failing to Provide Proper Notification of Absence
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 failure to provide proper notification of your absences, as required by our company’s attendance policy, specifically outlined in Section [Section Number] of the Employee Handbook. Despite being aware of this policy and after previous warnings, you have failed to notify your supervisor or the designated contact person of your absences on [List Specific Dates of Absence].
You received a verbal warning on [Date] and a written warning on [Date] regarding this issue. Despite these efforts, there has been no improvement in your compliance with the company policy.
Your final paycheck, including any accrued vacation time, will be processed on [Date] and will be sent to [Address] or available via direct deposit. Details about your eligibility for COBRA and other benefits will be provided separately.
Please return all company property, including your company ID and any company-issued devices, to [Location] by [Date and Time].
We regret that we must take this action and wish you success in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Letter Example: Termination due to a Combination of Attendance Issues (Tardiness and Absenteeism)
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date].
This decision is a result of a combination of attendance issues, including both tardiness and absenteeism. Your records indicate that you have been late to work on [Number] occasions and absent on [Number] days within the last [Time Period]. These attendance issues directly contradict our company’s attendance policy, as stated in Section [Section Number] of the Employee Handbook.
Specifically, you have received a verbal warning on [Date] for tardiness, followed by a written warning on [Date] for both tardiness and absenteeism. A final written warning was issued on [Date] due to continued problems. Despite these warnings, the attendance issues have persisted.
Your final paycheck, including any accrued wages and vacation time, will be available on [Date] and will be [Method of Payment: e.g., direct deposited or mailed to your address]. You will receive separate information regarding your eligibility for continued benefits (e.g., COBRA).
Please return all company property, including your employee badge and any company-owned equipment, to [Location] by [Date and Time].
We wish you well in your future employment opportunities.
Sincerely,
[Your Name]
[Your Title]
Creating a “Sample Termination Letter Due To Attendance” is a serious task, but it is crucial. By following the advice and examples provided, you can write clear, legally sound letters that protect both your company and your employees. Always remember to be clear, fair, and consistent with company policy throughout the process.