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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.
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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 – second reminder
I am writing further to our previous correspondence dated [date of first reminder] regarding your absence from work.
You have continued to be absent from work since [date] and, despite our previous attempts to contact you / our previous letter asking you to make contact, we have not received a satisfactory explanation for your absence or established when you intend to return to work.
You were expected to attend work on [dates / shifts], but have not done so and your absence has not been authorised. You have also not followed the Company's normal procedure for reporting your absence.
We are increasingly concerned about the situation and need you to contact us urgently.
What you need to do
You must contact [name / department] no later than [date] at [time] to explain the reason for your absence and discuss your circumstances.
You should contact us by
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Where an employee remains absent without authorisation after receiving an initial reminder, the employer may need to escalate its response. A second reminder provides a clear and proportionate opportunity for the employee to engage before the organisation moves towards formal action, whilst creating a stronger written record of the continuing concern.
The template confirms that the employee remains absent, refers back to the previous reminder and records the ongoing failure to follow the organisation's absence reporting arrangements. This helps establish a clear chronology if the matter subsequently progresses.
The employee is given a firm deadline for contact and clear instructions about who they should contact and how. It also explains what is expected if they remain unable to attend work, helping to remove uncertainty about the action required.
Even at this stage, the employee should have an opportunity to explain why they have not attended or made contact. The template therefore avoids assuming that the absence is deliberate and allows relevant personal, health or welfare circumstances to be considered.
The letter explains that continued absence or failure to engage may result in formal action, potentially including termination of employment. Importantly, it does not suggest that a decision to dismiss has already been made.
A documented second reminder can demonstrate that the employer has made reasonable attempts to contact the employee and provided opportunities for them to respond. This can be important if the organisation subsequently needs to move into a formal disciplinary or absence management process.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Unauthorised absence (AWOL) second reminder letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
A 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.
A final reminder letter for an employee who remains absent without authorisation or contact, setting a final deadline to respond and making clear that formal action may follow if they fail to engage.
Use these best practice actions, recommended timescales and process stages to understand when and how the Unauthorised absence (AWOL) second 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.
A second reminder may be appropriate where an employee remains absent without authorisation after an initial reminder and has failed to make contact or provide a satisfactory explanation. The timing should reflect the circumstances and the Company's absence management procedure rather than being applied automatically.
It is appropriate to explain that continued unauthorised absence or failure to engage may result in formal action and that this could potentially include dismissal. However, the letter should not state that dismissal is automatic or that a decision has already been made.
If the employee remains unresponsive, the employer should consider whether further attempts to contact them or appropriate welfare checks are necessary before progressing. If formal action is appropriate, the employer should follow its disciplinary or absence procedure and take reasonable steps to give the employee an opportunity to participate.
Persistent or serious unauthorised absence may potentially justify dismissal following a fair process. The employer should consider the circumstances, investigate the absence and give the employee a reasonable opportunity to explain before reaching a decision.
The employer should consider the explanation and any supporting evidence. If the employee's health affected their ability to comply with the normal reporting procedure, this may be relevant to how the absence should be managed and whether any reasonable adjustments are appropriate.
An employee will generally not be entitled to normal pay for time they do not work where the absence is genuinely unauthorised, subject to their contractual and statutory rights. Any deduction should have a lawful basis and employers should take care where the circumstances may involve sickness, statutory payments or another protected entitlement.
How this content is developed and reviewed
The Unauthorised absence (AWOL) second 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 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 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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