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Unauthorised absence first reminder letter template

£ 15

Our Unauthorised Absence First Reminder Letter template helps address unexplained absences and prompts employee communication.

If an employee is absent from work and has not made contact, send this unauthorised absence first reminder model template to ask them to get in touch.

Reading time
How long to understand and prepare this letter?
5 mins
Get much more value with a cost-effective collection (all include this Unauthorised absence first reminder letter template and many more templates):

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What is an Unauthorised absence first reminder letter?

The Unauthorised Absence First Reminder Letter serves as a formal communication tool to address instances of unauthorised employee absence from work. This letter is designed to remind employees about their responsibility to adhere to attendance policies and procedures, and to prompt them to provide an explanation for their absence. By sending this letter, the company aims to initiate a proactive approach to attendance management, foster accountability among employees, and encourage timely communication to resolve unauthorised absence issues.

Best practice timescale for this to be issued
When should this letter be issued?
Around 1 to 2 days after the unauthorised absence commences, and after voice messages and other forms of communication have not been responded to
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

What steps should I take to ensure the effective, compliant execution of this letter?

Step Description Responsibility Timing
1 Identify the unauthorised absence of the employee and lack of contact. HR After absence period
2 Review previous communication, such as the initial absence notification and any attempts to contact the employee. Attempt to contact by phone if not already. HR Before sending
3 Prepare the Unauthorised Absence First Reminder Letter. Clearly state the unauthorised absence, the lack of contact, and the need for communication. HR Before sending
4 Send the letter to the employee's registered address via certified mail, emphasizing the urgency of making contact. HR As soon as prepared
5 Maintain a copy of the sent letter and related documentation for record-keeping purposes. HR After sending letter

What legislation or best practices underpin this template / should I be aware of?

United Kingdom

When addressing unauthorised absences, our Unauthorised Absence First Reminder Letter template aligns with key UK employment legislation:

  • Employment Rights Act 1996: Governs employee rights and obligations, including attendance and absence policies.

  • Health and Safety at Work Act 1974: Requires employers to ensure the health, safety, and welfare of employees, which can be affected by unauthorised absences.

  • Company's Absence Management Policy: Establishes procedures and guidelines for managing employee absences, including reminders and communication protocols.

  • Equality Act 2010: Ensures fair and equal treatment of employees during absence management processes.

  • Data Protection Act 2018: Dictates how employee absence data is handled and protected, particularly in communication related to unauthorised absence reminders.


Other territories

Refer to your local employment legislation / labor laws to support the execution of the template. Review the wording for local accuracy.

Letter template

Unauthorised absence first reminder [Delete this line]


[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Unauthorised absence

You have been absent from work since [date], but have not made contact with your line manager or [name | the HR department] to inform us of your whereabouts.

I am concerned about you, and I hope you are OK.

Please contact [line manager name] or myself as soon as possible to discuss the situation, and when you will be returning to work.

I must remind you that unauthorised absence is misconduct in accordance with our disciplinary policy, and this may lead to disciplinary action.

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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What communication / process sequence is this part of?

Previous step
Guides
Guide to managing an AWOL employee

Our Guide to managing an AWOL employee streamlines handling sudden absences, promoting operational continuity and employee accountability.

This step
Unauthorised absence first reminder letter template
Next step
Letters
Unauthorised absence second reminder letter template

Our Unauthorised Absence Second Reminder Letter template helps address AWOL employees who haven't responded to previous notices, guiding appropriate action.

Why choose our Unauthorised absence first reminder letter template?
  • It's easily editable and implementable, saving you time and money
  • It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
  • You will maintain compliance with ACAS guidelines, legislation, and industry best practices
What other advantages does buying from hrdocbox.co.uk offer?
  • Email notifications for any updates made to this template or its accompanying materials
  • 12 months of unrestricted access without any additional costs (any update in that period is free to you)
  • Complimentary HR advice and support via email for 28 days upon purchase
  • A 25% discount on all library, toolkit, and template purchases/renewals
Unauthorised absence first reminder letter template
unauthorised absence first reminder letter template

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