Intended unauthorised absence letter template

Intended unauthorised absence letter template cover image
Intended unauthorised absence
Template
Intended unauthorised absence letter template cover image
£9

A formal intended unauthorised absence letter template to address potential no-shows and set clear expectations with employees.

  • 1 page / 148 words
  • Instantly download as Word / PDF / plain text
  • Suitable for worldwide use (but check local legislation)
  • Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
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Intended unauthorised absence letter

[Sender name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Intended unauthorised absence

As you know, you requested [annual/special unpaid] leave from [date] to [date]. You will be aware that the Company declined your request because [give reasons].

It has now come to our attention that you have indicated to [name(s)] that you intend to take leave anyway

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This Intended Unauthorised Absence Letter template helps employers respond when an employee notifies of an absence that is not authorised under company policy.

It sets out why the absence is not approved, explains the impact on the business, and confirms expectations for attendance and conduct going forward.

Using this template promotes fairness, ensures consistent communication, and reduces disputes while supporting professional absence management.

This letter is recommended to be issued to the employee before the period of intended unauthorised absence begins.

Direction:
Issued from Employer (you) to Employee
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Frequently Asked Questions

  1. Can I use this template in my small business?

    Yes. The Intended unauthorised absence letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.

  2. Is this template compliant with 2025 UK employment law?

    Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.

  3. Can I customise it for my organisation?

    Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.

  4. Do I get instant access?

    Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.

  5. What if I need more help, not just this template?

    If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.