Unauthorised absence first reminder letter template
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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.
Additional implementation support:
Why this letter is necessary
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.
Compliance notes
When addressing unauthorised absences, our Unauthorised Absence First Reminder Letter template aligns with key UK employment legislation:
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Employment Rights Act 1996: Governs employee rights and obligations, including attendance and absence policies.
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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.
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Company's Absence Management Policy: Establishes procedures and guidelines for managing employee absences, including reminders and communication protocols.
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Equality Act 2010: Ensures fair and equal treatment of employees during absence management processes.
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Data Protection Act 2018: Dictates how employee absence data is handled and protected, particularly in communication related to unauthorised absence reminders.
Workflow sequence
Guide to managing an AWOL employee
Our Guide to managing an AWOL employee streamlines handling sudden absences, promoting operational continuity and employee accountability.
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.
Implementation timeline
| 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, emphasising 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 |
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Practical example
Scenario
ABC Limited, a UK-based company, faces a situation where an employee has been absent from work without authorisation. HR Manager Sarah needs to issue a first reminder letter to the employee to address the unauthorised absence and remind them of the company's policies and procedures regarding attendance.
Initial Response
Sarah reviews the company's attendance policies and the employee's absence records to confirm that the absence was unauthorised. She considers any extenuating circumstances and ensures that proper documentation is in place before issuing the reminder letter.
Drafting the Letter
Sarah carefully drafts an unauthorised absence first reminder letter, ensuring it is clear, professional, and compliant with employment law. The letter should address the specific details of the unauthorised absence, remind the employee of the company's attendance policies, and outline any consequences for future misconduct.
Content of the Letter
The unauthorised absence first reminder letter informs the employee of the unauthorised absence and expresses concern about their failure to adhere to company policies. It reminds the employee of the importance of regular attendance and emphasises the impact of unauthorised absences on their colleagues and the company's operations. The letter also provides guidance on how to report absences properly and encourages the employee to communicate any issues or concerns that may affect their attendance in the future.
Sending the Letter
Once the letter is finalised, Sarah sends it to the employee via email or post, ensuring timely delivery. She maintains a record of the letter and any correspondence related to the unauthorised absence for documentation purposes.
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Specifications
5 mins
85 words, 1 page A4
1 July 2024
[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]
[For, and on behalf of [Company name] ]
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