Intended unauthorised absence letter template

Document

[Sender name]

[Sender address]

[date]

[Recipient name]

[Recipient address]

Dear [Recipient first name],

Intended unauthorised absence

As you know, you requested [annual/special unpaid] leave from [date] to [date]. You will be aware that the Company declined your request because [give reasons].

It has now come to our attention that you have indicated that you intend to take leave anyway between

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Use

This Intended Unauthorised Absence Letter template helps employers respond when an employee notifies of an absence that is not authorised under company policy.

It sets out why the absence is not approved, explains the impact on the business, and confirms expectations for attendance and conduct going forward.

Using this template promotes fairness, ensures consistent communication, and reduces disputes while supporting professional absence management.

This letter is recommended to be issued to the employee before the period of intended unauthorised absence begins.

The Intended unauthorised absence letter template should be actioned / delivered as soon as reasonably practical.

It is sent / delivered by an employer / HR team to an employee.

Frequently Asked Questions

Can I use this in my small business?

Yes. The Intended unauthorised absence letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.

Is it compliant with 2026 UK employment law?

Absolutely. As with the Intended unauthorised absence letter template, all of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.

Can I customise it for my organisation?

Yes, we highlight the areas of the Intended unauthorised absence letter template that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.

Do I get instant access to it?

Yes. Once purchased, you'll be able to download the Intended unauthorised absence letter template instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.

What if I need more help, not just this template?

If you're looking for broader support, we also offer toolkits and library bundles that include the Intended unauthorised absence letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.

Why should I use this Intended unauthorised absence letter template, and not AI to generate it?

The risk of using a free AI-generated template 'without review' includes your legal exposure, missing context, and no awareness of the wider process, whereas purchasing the Intended unauthorised absence letter template from us mitigates that risk.