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Verbal warning for excessive absence letter template

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Our Verbal Warning for Excessive Absence Letter Template addresses attendance issues professionally, promoting improved attendance and accountability.

Use it to inform an employee of the first stage of the disciplinary process due to them being absent on a high number of occasions.

An informal verbal warning is often all you need to improve an employee’s conduct or performance.

We also have budget-friendly bundles featuring this template:

What is a Verbal warning for excessive absence letter?

The purpose of a Verbal Warning for Excessive Absence Letter Template is to address an employee's excessive absenteeism. The letter serves as a verbal warning, officially notifying the employee about their attendance concerns and the potential impact on their job performance and the organisation.

It emphasises the importance of improved attendance and holds the employee accountable for their attendance record. The template aims to prompt the employee to take corrective action and maintain better attendance in the future, while also providing documentation of the verbal warning in case further disciplinary measures are necessary.

It helps in promoting a culture of attendance and punctuality while ensuring fair and consistent treatment of employees in addressing attendance issues.

Verbal warning for excessive absence letter template
verbal warning for excessive absence letter template

What legal and best practice aspects should employers be aware of?

  • Employment Rights Act 1996: Provides guidelines on conducting disciplinary procedures, including verbal warnings, and the right to be informed in writing.

  • Equality Act 2010: Ensures fair treatment during disciplinary processes, prohibiting discrimination based on protected characteristics, including absences related to disabilities or medical conditions.

  • ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for handling disciplinary matters, including the use of verbal warnings, and emphasizes the importance of clear communication.

  • Data Protection Act 2018: Ensures that employee data related to disciplinary matters, including absences and warnings, is handled securely and confidentially.

Verbal warning for excessive absence [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Notice of Verbal Warning

I refer to our informal meeting of [date]. In accordance with company policy, this letter is to serve as a verbal warning for your excessive absenteeism. You must immediately improve your attendance record to acceptable standards or further discipline, including termination, may result.

On several occasions I have spoken to you about your poor attendance record, and improvement was noticed for a time. However, your excessive absences have always resumed. For the period covering [start date] to [end date] you were absent [days] days, excluding holidays and bank holidays. These absences are detailed below:

[insert list of reasons and total days per occasion]

This warning will be placed in your personnel file but will be disregarded for disciplinary purposes after a period of [number] months provided your [conduct improves | performance reaches a satisfactory level].

You have the right of appeal against this decision. Your appeal should be directed to [Name | the HR Department | HR Services] within [number] days of receiving this letter. It should set out in full the reason(s) for your appeal.


Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]


The Verbal warning for excessive absence letter template is issued by an employer
Issue path
The Verbal warning for excessive absence letter template is issued to an employee


As soon as possible after a discussion has been held, and the employee verbally warned.


Previous step
Concern about absence letter template

Our Concern about absence Letter template assists employers in addressing and expressing concerns regarding an employee's absence from work.

This step
Verbal warning for excessive absence 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.

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Who are some Companies who utilise our Verbal warning for excessive absence letter template?
Why buy our Verbal warning for excessive absence letter template?
  • You save time and effort with a professionally written, editable HR document that is tailored to meet best practice.
  • You ensure compliance with applicable ACAS Codes of Conduct and other legal requirements.
  • You get a process flowchart to help you adhere to best practice.
  • You are notified by email whenever this template or its supporting resources are updated.
  • You enjoy 12 months of unlimited access with no hidden fees or extra costs.
  • You unlock a 25% discount on all future purchases or renewals of our libraries, toolkits, and templates.

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