Intended unauthorised absence letter template
A formal intended unauthorised absence letter template to address potential no-shows and set clear expectations with employees.
- Includes template + 15-minute call with an expert.
- Instantly download as Word / PDF / plain text, or send by email.
- 12 months’ access, with all updates to this page provided free of charge and notified to you.
- 1 page / 148 words.
- Last updated 05/11/2025.
- UK-specific accuracy.
- Suitable for use in other territories; check local laws first.
Intended unauthorised absence letter
[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 to [name(s)] that you intend to take leave anyway
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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.
It is usually sent/actioned by the Employer / HR to the Employee .
