As an HR professional, I often get questions about handling employee attendance issues. One of the most critical documents in this process is the Sample Termination Letter Due To Attendance. This letter serves as a formal communication to an employee, informing them that their employment is ending due to their failure to meet the company’s attendance requirements. It’s important to understand the purpose, components, and different scenarios where this type of letter is necessary, as well as how to write them effectively.
Why a Termination Letter Matters
A well-crafted termination letter is essential for several reasons:
- It provides a clear record of the termination, which is critical for legal purposes and future reference.
- It explains the specific reasons for the termination, including the attendance issues that led to this decision.
- It outlines any final pay, benefits information, and return of company property instructions.
- It protects the company from potential lawsuits by demonstrating that proper procedures were followed.
This letter is a crucial piece of documentation, so getting it right is incredibly important. It should be factual, unemotional, and adhere to company policies and legal guidelines. If you’re an employee, understanding the information contained within a termination letter can help you navigate your next steps.
- **Legal Compliance:** Ensures the termination process follows all applicable laws.
- **Documentation:** Provides a detailed record of the termination.
- **Clarity:** Clearly states the reason for termination.
Here is an example of a breakdown:
| Element | Description |
|---|---|
| Date | The date the letter is issued. |
| Employee Information | Employee’s full name, address, and employee ID. |
| Company Information | Company’s full name and address. |
Excessive Absenteeism – Email Example
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately. This decision is due to your excessive absenteeism, as outlined in our attendance policy.
Our records indicate that you have been absent on [Number] occasions over the past [Time Period], exceeding the allowed limit as stated in the company handbook. Specifically:
- [Date of Absence] – [Reason if provided]
- [Date of Absence] – [Reason if provided]
- [Date of Absence] – [Reason if provided]
We have previously addressed your attendance concerns in meetings held on [Date(s) of meetings], and through written warnings issued on [Date(s) of warnings]. Unfortunately, your attendance has not improved.
Your final paycheck, including any accrued vacation time, will be [Method of payment] on [Date]. You will also receive information regarding your eligibility for COBRA and other benefits. Please return all company property, including your [List of property, e.g., laptop, company ID, keys], to [Designated person/department] by [Date].
We wish you the best in your future endeavors.
Sincerely,
[Your Name/HR Department]
Tardiness – Letter Example
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment Due to Tardiness
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective immediately. This decision is based on your consistent tardiness, which has negatively impacted your work and team productivity.
We have documented numerous instances of you arriving late to work. These include, but are not limited to:
- [Date and Time of Arrival] – [Minutes Late]
- [Date and Time of Arrival] – [Minutes Late]
- [Date and Time of Arrival] – [Minutes Late]
We have previously discussed your tardiness with you on [Date(s) of discussions] and provided you with [Type of warnings or interventions]. Despite these efforts, your attendance has not improved to meet the required company standards.
Your final paycheck, including any accrued vacation time, will be [Method of payment] on [Date]. You will also receive information regarding your eligibility for COBRA and other benefits. Please return all company property, including your [List of property], to [Designated person/department] by [Date].
We wish you the best in your future endeavors.
Sincerely,
[Your Name/HR Department]
Pattern of Unexcused Absences – Email Example
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter is to notify you of the termination of your employment with [Company Name], effective [Date]. This decision is a result of a recurring pattern of unexcused absences from work.
Our records show a consistent pattern of absences, which were not excused or supported by appropriate documentation. Examples include:
- [Date of Absence] – [Reason, if provided, otherwise “Unexcused”]
- [Date of Absence] – [Reason, if provided, otherwise “Unexcused”]
- [Date of Absence] – [Reason, if provided, otherwise “Unexcused”]
We have previously discussed your attendance with you on [Date(s) of conversations/warnings], and provided you with the opportunity to improve. However, your attendance has not met the requirements of your position and company policy.
Your final paycheck, including any accrued vacation time, will be [Method of payment] on [Date]. Information regarding your eligibility for COBRA and other benefits will be provided separately. Please return all company property, including your [List of property], to [Designated person/department] by [Date].
We wish you the best in your future endeavors.
Sincerely,
[Your Name/HR Department]
Failure to Provide Proper Notification of Absence – Letter Example
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment Due to Failure to Notify Absences
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately. This decision is based on your failure to properly notify the company of your absences, which violates company policy and disrupts our operations.
According to company policy, employees are required to notify their supervisor of any absences within [Timeframe, e.g., one hour] of their scheduled start time. Our records show instances where you failed to do so, including:
- [Date of Absence] – No notification received.
- [Date of Absence] – Notification received [Time] after your shift began.
- [Date of Absence] – No notification received.
We have previously communicated the importance of proper absence notification, including a meeting on [Date] and a written warning on [Date]. Unfortunately, you have not complied with this requirement.
Your final paycheck, including any accrued vacation time, will be [Method of payment] on [Date]. You will also receive information regarding your eligibility for COBRA and other benefits. Please return all company property, including your [List of property], to [Designated person/department] by [Date].
We wish you the best in your future endeavors.
Sincerely,
[Your Name/HR Department]
Exceeding Allowed Leave (FMLA/Company) – Email Example
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date]. This decision is due to your exceeding the approved leave allowed under [FMLA, Company policy, etc. – specify which policy] and your continued inability to return to work as scheduled.
You were granted [Type of leave, e.g., FMLA, personal leave] for [Reason for Leave], beginning on [Start Date] and originally scheduled to end on [Original Return Date]. We have extended your leave until [New Return Date], however, we have not received notification that you are able to return, or that your health situation has improved.
We have discussed your situation with you on [Date(s) of communication] and have not been able to find an effective resolution to your lack of ability to return to work.
Your final paycheck, including any accrued vacation time, will be [Method of payment] on [Date]. You will also receive information regarding your eligibility for COBRA and other benefits. Please return all company property, including your [List of property], to [Designated person/department] by [Date].
We wish you the best in your future endeavors.
Sincerely,
[Your Name/HR Department]
Attendance Following a Final Warning – Letter Example
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment Due to Continued Attendance Violations
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective immediately. This decision is based on your continued attendance issues, despite a final written warning issued on [Date of final warning].
In the final written warning, we notified you that further attendance violations would result in the termination of your employment. Since the issuance of the final warning, our records indicate the following additional attendance issues:
- [Date of Absence/Tardiness] – [Details]
- [Date of Absence/Tardiness] – [Details]
This demonstrates a failure to improve your attendance as required. As a result, we must proceed with the termination of your employment.
Your final paycheck, including any accrued vacation time, will be [Method of payment] on [Date]. You will also receive information regarding your eligibility for COBRA and other benefits. Please return all company property, including your [List of property], to [Designated person/department] by [Date].
We wish you the best in your future endeavors.
Sincerely,
[Your Name/HR Department]
In conclusion, a Sample Termination Letter Due To Attendance is a critical HR document that protects both the employee and the company. The letters should be clear, concise, and always aligned with company policy and legal requirements. By understanding the different scenarios, you can construct a proper letter to properly end employment due to attendance issues and ensure that your business adheres to proper protocols. This documentation is your safeguard, so always double-check all information before sending it out.