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View full libraryA first reminder letter for an employee who has failed to attend work or make contact, setting out the concern, requesting immediate contact and making clear the potential consequences of continued unauthorised absence.
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If you are managing employee absence and attendance, the toolkit brings together practical HR templates covering recording, review, discussion, support and formal management.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Unauthorised absence
I am writing because you have not attended work since [date] and we have not received an explanation for your absence or been able to establish contact with you.
Our records show that you were expected to attend work on [dates / shifts] but did not do so. You have not followed the Company's normal procedure for reporting sickness or other absence and, at present, your absence is therefore being treated as unauthorised.
We are concerned about your absence and also want to make sure that there is no reason for you being unable to contact us that we need to be aware of.
What you need to do
Please contact [name / department] as soon as possible, and no later than [date / time], to explain the reason
You've seen 30% of how the Unauthorised absence (AWOL) first reminder letter template is structured. Get the complete editable template instantly and customise it for your organisation.
When an employee stops attending work without following the organisation's normal absence reporting arrangements, employers need to act promptly without jumping straight to conclusions. An unexplained absence may be deliberate, but there may also be circumstances preventing the employee from making contact. This first reminder letter provides a measured starting point for addressing the situation.
The letter records when the employee was expected to attend, explains that no appropriate notification has been received and makes clear that the absence is currently being treated as unauthorised. This creates a useful written record while avoiding assumptions about why the employee has not attended.
The template asks the employee to make contact within a defined timeframe and provides an opportunity to explain the circumstances. This is particularly important where the employer does not yet know whether there is a genuine reason for the lack of contact.
The letter establishes what the employee needs to do next, including how and when to contact the organisation and, where appropriate, when they are expected to return to work. Clear instructions can help prevent the situation from becoming unnecessarily prolonged.
The template makes clear that continued unauthorised absence or failure to maintain contact may result in further action under the organisation's procedures, potentially including formal disciplinary action. It also avoids suggesting that dismissal has already been decided.
A first reminder should normally be focused on establishing contact and understanding the circumstances rather than treating the employee's absence as proven misconduct. This approach gives the employer a sensible starting point before considering more formal action if the employee remains unresponsive.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Unauthorised absence (AWOL) first reminder letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Guide to managing an AWOL employee streamlines handling sudden absences, promoting operational continuity and employee accountability.
A second reminder letter for an employee who remains absent without authorisation or contact, reinforcing the requirement to respond, setting a final deadline and explaining that continued failure to engage may lead to formal action.
Use these best practice actions, recommended timescales and process stages to understand when and how the Unauthorised absence (AWOL) first reminder letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
AWOL means "absent without leave" and is commonly used to describe a situation where an employee does not attend work and has not obtained permission or followed the organisation's normal absence reporting procedure. It is not, by itself, a legal term determining that misconduct has occurred.
A first reminder can be a useful early step where an employee has failed to attend work and attempts to establish contact have not resolved the situation. It provides a clear written request for the employee to make contact and gives them an opportunity to explain the circumstances before more formal action is considered.
Persistent or serious unauthorised absence can potentially result in disciplinary action and, depending on the circumstances and a fair process, dismissal. An employer should not assume that dismissal is appropriate simply because an employee has failed to attend work.
The employer should consider the explanation and any supporting evidence before deciding what action is appropriate. An unexpected emergency, serious illness or other circumstance may explain why the employee was unable to follow the normal reporting procedure.
Unauthorised absence may potentially be treated as a conduct or disciplinary matter, particularly where an employee deliberately fails to attend work or repeatedly ignores reporting requirements. The employer should investigate the circumstances and follow its disciplinary procedure before reaching a formal conclusion.
Generally, an employee will not be entitled to normal pay for time they do not work where the absence is genuinely unauthorised, subject to the circumstances and applicable contractual and statutory rights. Employers should take care before making deductions and should establish the appropriate basis for any reduction in pay.
The wording was clear enough that we did not have to keep rewriting it. It gave us sensible wording for a message that needed to be handled carefully. Having the letter ready made the process much more straightforward.
The wording gave us a clear basis for the correspondence. It gave the manager a clear route through what could otherwise become a fiddly piece of correspondence.
It gave us a useful reference when checking the final correspondence. We found the Unauthorised absence first reminder letter easy to tailor to the circumstances.
We could see immediately which details needed to be personalised before sending it. It reduced the amount of time we spent debating how to phrase the message. We only changed a few details to reflect the particular circumstances.
The document fitted neatly into the steps we were already following. We found the Unauthorised absence first reminder letter easy to tailor to the circumstances. We were happy with the result. The structure made it obvious what needed to be communicated and in what order.
How this content is developed and reviewed
The Unauthorised absence (AWOL) first reminder letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing absence and attendance HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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