As an HR Manager, one of the trickiest parts of the job is dealing with employee termination. This can be a sensitive issue, especially when it involves an employee’s attendance record. To help you understand the process, here’s a guide focusing on a Sample Termination Letter Due To Attendance and how to handle these situations properly.
Why is a Sample Termination Letter Due To Attendance Important?
Dealing with an employee’s poor attendance requires a careful approach. This is where a Sample Termination Letter Due To Attendance comes in handy. It’s a formal document that outlines the reasons for termination, providing clarity for both the employer and the employee.
When considering attendance issues, remember:
- You need to have a clear attendance policy in place.
- You must document all instances of absence, tardiness, and any discussions with the employee about their attendance.
- You must follow company procedures and any legal requirements applicable in your location.
This letter is important because it protects both parties by ensuring a fair and legally sound process. Without proper documentation and a clear termination letter, employers could face legal challenges if an employee believes the termination was unfair.
Before you write the letter, consider a few things. Have you offered verbal warnings, written warnings, or performance improvement plans? What does your company’s policy say about attendance and termination? Following these steps shows that you’re being consistent and fair.
Email: First Warning for Excessive Absenteeism
Subject: Attendance Warning – [Employee Name]
Dear [Employee Name],
This email is to formally address your recent attendance record. Our records indicate that you have been absent from work on the following dates:
- [Date of absence]
- [Date of absence]
- [Date of absence]
As per company policy, excessive absenteeism can lead to disciplinary action, including termination. We value your contributions to the team and want to see you succeed. We encourage you to review the company’s attendance policy, which can be found in the employee handbook.
We expect your attendance to improve immediately. We would like to set up a meeting to discuss this further. Please let me know what time works best for you.
Sincerely,
[Your Name]
[Your Title]
Letter: Second Written Warning – Attendance Issues
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Written Warning Regarding Attendance
Dear [Employee Name],
This letter serves as a written warning regarding your attendance. Following our previous discussions and email communication on [Date of previous warning], your attendance has not improved, and the following absences have been recorded:
- [Date of absence]
- [Date of absence]
- [Date of absence]
These absences violate our company’s attendance policy, outlined in section [Section Number] of the employee handbook. Continued violation of this policy can result in further disciplinary action, including termination of employment.
We understand that circumstances may arise that cause you to be absent. We strongly encourage you to contact your supervisor or HR if you are experiencing any difficulties which might be affecting your attendance.
Please acknowledge receipt of this warning by signing and returning a copy to HR by [Date].
Sincerely,
[Your Name]
[Your Title]
Email: Performance Improvement Plan (PIP) for Attendance
Subject: Performance Improvement Plan – Attendance
Dear [Employee Name],
This email confirms that we are placing you on a Performance Improvement Plan (PIP) due to ongoing attendance issues. The PIP is designed to help you improve your attendance and meet company expectations.
The following areas need immediate improvement:
- Reducing absences.
- Arriving on time for scheduled shifts.
- Providing timely notification for any absence.
Your PIP will last for [Number] weeks, starting on [Start Date] and ending on [End Date]. During this period, you will be required to:
- Adhere to the company’s attendance policy.
- Provide a doctor’s note for any absences, if required.
- Meet with your supervisor, [Supervisor’s Name], bi-weekly to discuss your progress.
We will review your performance at the end of the PIP. Failure to meet the expectations outlined in this plan may result in further disciplinary action, up to and including termination of employment. Please sign and return a copy of this email acknowledging your understanding.
Sincerely,
[Your Name]
[Your Title]
Letter: Termination Letter After Failure to Improve Attendance
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Termination Date].
This decision is based on your failure to meet the attendance standards outlined in our company policy, despite previous verbal warnings, written warnings, and the Performance Improvement Plan (PIP) which concluded on [Date]. Your attendance record indicates the following absences:
- [Date of absence]
- [Date of absence]
- [Date of absence]
These absences violate the company’s attendance policy. This decision is final. We will provide you with information regarding your final paycheck, benefits, and any other important details.
Please return all company property, including your employee badge and any company-issued equipment, by [Date]. We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Email: Termination – No Call, No Show
Subject: Termination of Employment – No Call, No Show
Dear [Employee Name],
This email is to inform you of the termination of your employment with [Company Name], effective [Date].
Our records indicate that you have failed to report to work on [Date] and [Date] and have not provided any notification regarding your absence. This is in violation of the company’s attendance policy, which requires employees to notify their supervisor of any absences.
Because of this failure to appear for work and provide notification, we are forced to consider this a “no call, no show,” which goes against our company policy. This action has led to the termination of your employment, effective immediately.
Further information on the final paycheck, benefits and other related documentation will be provided to you shortly.
Sincerely,
[Your Name]
[Your Title]
Letter: Termination Due to Excessive Tardiness
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Termination Date].
The decision to terminate your employment is due to excessive tardiness, despite previous warnings and opportunities to improve. The following instances of tardiness have been documented:
- [Date], arrived [Time] late
- [Date], arrived [Time] late
- [Date], arrived [Time] late
These instances of tardiness have negatively affected your work performance and disrupted the workflow of the department. Despite the warnings you have received on [Date of Verbal Warning] and [Date of Written Warning], your tardiness has continued.
This decision is final. You will receive information regarding your final paycheck and benefits. Please return all company property, including your employee badge, by [Date]. We wish you the best in your future.
Sincerely,
[Your Name]
[Your Title]
In conclusion, using a **Sample Termination Letter Due To Attendance** is an important part of the HR process. By having a clear, well-written letter, and by following your company’s established attendance policies and any legal requirements, you can minimize legal risks and ensure fairness for both the employee and the employer. Remember to always be consistent, professional, and treat everyone with respect during this often difficult process.