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Unauthorised absence first reminder letter template

2 minute read
£ 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.

We also have budget-friendly bundles featuring this template:

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.

What are the best practice implementation milestones / timescales?

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
Unauthorised absence first reminder letter template
unauthorised absence first reminder letter template

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

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.

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]

Direction

The Unauthorised absence first reminder letter template is issued by an employer
Employer
Issue path
The Unauthorised absence first reminder letter template is issued to an employee
Employee

Timing

Around 1 to 2 days after the unauthorised absence commences, and after voice messages and other forms of communication have not been responded to.

Sequence

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.

Related articles

Why buy our Unauthorised absence first reminder 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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