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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.
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[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Final reminder regarding unauthorised absence
I am writing further to our previous correspondence dated [date of first reminder] and [date of second reminder] regarding your continued absence from work.
You have now been absent from work since [date] and, despite our previous attempts to contact you and requests for you to make contact, we have not received a satisfactory explanation for your absence or confirmation of when you intend to return to work.
You were expected to attend work on [dates / shifts], but have not done so and your absence remains unauthorised. You have also not followed the Company's normal procedure for reporting your absence.
We are concerned about your continued absence and the lack of communication from you. We also want to ensure that there is no underlying reason preventing you from contacting us that we need to take into account.
Final opportunity to make contact
You are required to contact [name / department] no later than [date] at [time] to explain the circumstances surrounding your absence and discuss your position.
You
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When an employee remains absent without authorisation despite receiving previous reminders, an employer may need to make clear that the matter is now approaching formal action. A final reminder provides a structured opportunity for the employee to engage, whilst making the seriousness of the continued absence and lack of communication clear.
The template refers to the previous reminders and continuing attempts to make contact, creating a clear chronology of the Company's efforts to resolve the situation. This provides useful documentation if the matter subsequently progresses into a formal process.
The employee is given a specific deadline and clear instructions for making contact. The wording emphasises that this is a final opportunity to provide an explanation before further action is considered.
Even at this stage, the employer should not assume that the employee has deliberately abandoned their employment. The letter allows for health, personal, family or other circumstances that may have prevented attendance or communication.
The template makes clear that continued failure to engage may lead to formal disciplinary or absence management action and could ultimately result in termination of employment. It deliberately avoids saying that dismissal is automatic or predetermined.
If the employee does not respond, the documented reminders can help demonstrate the steps taken to establish contact and give the employee opportunities to explain their absence. The employer can then consider whether formal action is appropriate under its own procedures and the circumstances of the case.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Unauthorised absence (AWOL) final reminder letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
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.
A Disciplinary Hearing Invitation Letter is used to formally invite an employee to a disciplinary hearing where there are concerns about their conduct, behaviour or other alleged misconduct.
Use these best practice actions, recommended timescales and process stages to understand when and how the Unauthorised absence (AWOL) final 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 final AWOL reminder is a written warning that an employee remains absent without authorisation or contact despite previous attempts to resolve the situation. It gives the employee a final opportunity to make contact and explain their circumstances before the employer considers further action.
No. A final reminder should explain that formal action may follow if the employee remains absent or fails to engage, potentially including dismissal. However, the employer should not predetermine the outcome before following the appropriate process and considering the circumstances.
The employer should review the steps already taken, consider whether further welfare contact is appropriate and then determine whether formal disciplinary or absence management action should begin. The employer should follow its own procedures and take reasonable steps to give the employee an opportunity to participate.
Persistent or serious unauthorised absence can potentially justify dismissal following a fair process. The employer should investigate the circumstances, consider any explanation and follow an appropriate procedure before reaching a decision.
The employer should consider the explanation and any relevant evidence. If the circumstances genuinely prevented the employee from following the normal reporting procedure, this may affect whether the absence is treated as misconduct and what further action is appropriate.
This depends on the circumstances. Where an employee has unexpectedly disappeared from work and cannot be contacted, particularly where there are genuine concerns about their wellbeing, a reasonable welfare check may be appropriate before treating the absence solely as a disciplinary matter.
How this content is developed and reviewed
The Unauthorised absence (AWOL) final 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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