Dealing with employee attendance issues can be tricky, and sometimes, it leads to the difficult decision of termination. This article will guide you through the process, focusing on a Sample Termination Letter Due To Attendance. We’ll break down why these letters are used, what they should include, and provide examples for different scenarios. Remember, the goal is to be clear, fair, and compliant with all relevant employment laws.
Why a Termination Letter is Necessary
When an employee’s attendance becomes a problem, and you’ve already tried to fix it through other means, a termination letter is the official way to end their employment. Think of it as a formal way of saying goodbye. These letters serve several important purposes:
- **Documentation:** They create a written record of the termination, including the reasons behind it. This is super important!
- **Legal Protection:** A well-written letter can protect your company from potential lawsuits by clearly stating the basis for the termination and the steps taken.
- **Clarity:** They leave no room for misunderstanding about the employee’s last day of employment and any final pay or benefits.
Before you even think about a termination letter, you should have already:
- Warned the employee about their attendance issues (e.g., tardiness, absences).
- Documented each instance of poor attendance.
- Tried to help the employee improve, perhaps through a performance improvement plan.
It’s crucial to ensure all the previous steps are thoroughly documented before issuing a termination letter. This documentation is key!
Email: Termination for Excessive Absenteeism (Unexcused)
Subject: Termination of Employment – [Employee Name]
<p>Dear [Employee Name],</p>
<p>This letter confirms the termination of your employment with [Company Name], effective [Date].</p>
<p>This decision is based on your excessive unexcused absences from work. We have previously discussed your attendance issues on [Date(s) of previous discussions/warnings], and you were provided with opportunities to improve your attendance. Despite these discussions and a formal warning on [Date], your attendance has not improved. Specifically, your attendance record reflects the following issues:</p>
<ul>
<li>[Date(s) of absence] – Unexcused absence</li>
<li>[Date(s) of absence] – Unexcused absence</li>
<li>[Date(s) of absence] – Unexcused absence</li>
</ul>
<p>Due to the continued violation of company policy regarding attendance, we are unable to continue your employment.</p>
<p>Your final paycheck, including any accrued vacation time, will be available on [Date] and will be sent to [Address] or can be picked up at [Location]. Instructions on how to continue your benefits, if applicable, are attached.</p>
<p>We wish you the best in your future endeavors.</p>
<p>Sincerely,</p>
<p>[Your Name]<br>
[Your Title]<br>
[Company Name]</p>
Letter: Termination for Tardiness After Repeated Warnings
[Your Company Letterhead]
<p>[Date]</p>
<p>[Employee Name]<br>
[Employee Address]</p>
<p>Subject: Termination of Employment</p>
<p>Dear [Employee Name],</p>
<p>This letter is to inform you that your employment with [Company Name] is terminated, effective immediately.</p>
<p>The reason for this termination is your consistent tardiness, despite repeated warnings and previous discussions. Your attendance record, as documented in your file, indicates multiple instances of arriving late for work. Specifically, we've documented the following incidents:</p>
<table>
<tr>
<th>Date</th>
<th>Time Late</th>
<th>Reason (if any)</th>
</tr>
<tr>
<td>[Date]</td>
<td>[Time]</td>
<td>[Reason]</td>
</tr>
<tr>
<td>[Date]</td>
<td>[Time]</td>
<td>[Reason]</td>
</tr>
<tr>
<td>[Date]</td>
<td>[Time]</td>
<td>[Reason]</td>
</tr>
</table>
<p>We previously discussed these attendance issues with you on [Date(s)] and issued a written warning on [Date]. Unfortunately, your attendance has not improved.</p>
<p>Your final paycheck, including any accrued vacation time, will be available on [Date] and will be sent to [Address] or can be picked up at [Location]. Information regarding your eligibility for continued benefits is enclosed.</p>
<p>We wish you well in your future endeavors.</p>
<p>Sincerely,</p>
<p>[Your Name]<br>
[Your Title]<br>
[Company Name]</p>
Email: Termination After Failing a Performance Improvement Plan (PIP) Related to Attendance
Subject: Termination of Employment – [Employee Name]
<p>Dear [Employee Name],</p>
<p>This letter confirms the termination of your employment with [Company Name], effective [Date].</p>
<p>This decision is based on your failure to meet the requirements outlined in your Performance Improvement Plan (PIP) concerning attendance. The PIP, which was implemented on [Date], was designed to address [Specific attendance issues, e.g., excessive absenteeism, tardiness].</p>
<p>During the PIP period, we provided you with the following support:</p>
<ul>
<li>[List of support provided, e.g., regular check-ins, feedback, schedule adjustments]</li>
</ul>
<p>Despite these efforts, your attendance did not improve as required by the PIP. Specifically, [Give specific examples of how the employee failed to meet the PIP goals, referring to dates and instances].</p>
<p>Because the PIP was unsuccessful, we are unable to continue your employment.</p>
<p>Your final paycheck, including any accrued vacation time, will be available on [Date] and will be sent to [Address] or can be picked up at [Location]. Instructions on how to continue your benefits, if applicable, are attached.</p>
<p>We wish you the best in your future endeavors.</p>
<p>Sincerely,</p>
<p>[Your Name]<br>
[Your Title]<br>
[Company Name]</p>
Letter: Termination for Calling Out Sick Without Proper Documentation
[Your Company Letterhead]
<p>[Date]</p>
<p>[Employee Name]<br>
[Employee Address]</p>
<p>Subject: Termination of Employment</p>
<p>Dear [Employee Name],</p>
<p>This letter is to inform you that your employment with [Company Name] is terminated, effective immediately.</p>
<p>The reason for this termination is your failure to provide adequate documentation for your absences from work due to illness. Per company policy, you are required to provide [Type of documentation, e.g., doctor's note, within a specified timeframe] for absences. Specifically, your attendance record indicates the following:</p>
<ul>
<li>[Date(s) of absence] – Absent due to illness, no documentation provided.</li>
<li>[Date(s) of absence] – Absent due to illness, no documentation provided.</li>
</ul>
<p>We have discussed your failure to provide documentation on [Date(s) of warnings], and provided you a written warning on [Date]. As you have not complied with company policy despite these warnings, we are unable to continue your employment.</p>
<p>Your final paycheck, including any accrued vacation time, will be available on [Date] and will be sent to [Address] or can be picked up at [Location]. Information regarding your eligibility for continued benefits is enclosed.</p>
<p>We wish you well in your future endeavors.</p>
<p>Sincerely,</p>
<p>[Your Name]<br>
[Your Title]<br>
[Company Name]</p>
Email: Termination for Abandonment of Job (Attendance-Related)
Subject: Termination of Employment – [Employee Name]
<p>Dear [Employee Name],</p>
<p>This letter confirms the termination of your employment with [Company Name], effective [Date].</p>
<p>This decision is based on the abandonment of your job due to excessive and unexcused absence from work. Your last day of attendance was [Date]. Since then, you have been absent without any communication or explanation for [Number] consecutive work days. We have attempted to contact you via [Methods of contact, e.g., phone, email] on [Date(s)], but we have not received a response.</p>
<p>Because you have failed to report to work and failed to communicate with the company, it is determined that you have abandoned your position.</p>
<p>Your final paycheck, including any accrued vacation time, will be held for you at [Location] and will be available on [Date]. We request that you pick up your paycheck at this time. If you have any company property (e.g., laptop, keys, etc.), please return it at the same time.</p>
<p>We wish you the best in your future endeavors.</p>
<p>Sincerely,</p>
<p>[Your Name]<br>
[Your Title]<br>
[Company Name]</p>
Letter: Termination Due to a Pattern of Unexcused Absences on Specific Days
[Your Company Letterhead]
<p>[Date]</p>
<p>[Employee Name]<br>
[Employee Address]</p>
<p>Subject: Termination of Employment</p>
<p>Dear [Employee Name],</p>
<p>This letter is to inform you that your employment with [Company Name] is terminated, effective immediately.</p>
<p>The reason for this termination is your consistent pattern of unexcused absences on [Specific Days, e.g., Mondays and Fridays]. Your attendance record shows a clear pattern of missing work on these days, despite previous warnings and discussions. Specifically, we've documented the following:</p>
<ul>
<li>[Date] – Unexcused absence (Monday)</li>
<li>[Date] – Unexcused absence (Friday)</li>
<li>[Date] – Unexcused absence (Monday)</li>
<li>[Date] – Unexcused absence (Friday)</li>
</ul>
<p>We discussed these attendance issues with you on [Date(s)] and issued a written warning on [Date]. This pattern has continued despite these warnings.</p>
<p>Your final paycheck, including any accrued vacation time, will be available on [Date] and will be sent to [Address] or can be picked up at [Location]. Information regarding your eligibility for continued benefits is enclosed.</p>
<p>We wish you well in your future endeavors.</p>
<p>Sincerely,</p>
<p>[Your Name]<br>
[Your Title]<br>
[Company Name]</p>
Email: Termination for Excessive Absences Causing Business Disruption
Subject: Termination of Employment – [Employee Name]
<p>Dear [Employee Name],</p>
<p>This letter confirms the termination of your employment with [Company Name], effective [Date].</p>
<p>This decision is based on your excessive absences, which have significantly disrupted business operations and your department's ability to meet its goals. Your attendance record reflects the following, which has created difficulties in scheduling and fulfilling essential job functions:</p>
<ul>
<li>[Date(s) of absence] – Absence. [Explain how it impacted the business, e.g., "Delayed a project deadline".]</li>
<li>[Date(s) of absence] – Absence. [Explain how it impacted the business, e.g., "Resulted in increased workload for other employees".]</li>
</ul>
<p>We have discussed your attendance issues with you on [Date(s)] and have made accommodations for your absences, including [List accommodations, if any, e.g., allowing flexible start times]. Unfortunately, your attendance has not improved, and the disruptions continue.</p>
<p>Your final paycheck, including any accrued vacation time, will be available on [Date] and will be sent to [Address] or can be picked up at [Location]. Instructions on how to continue your benefits, if applicable, are attached.</p>
<p>We wish you the best in your future endeavors.</p>
<p>Sincerely,</p>
<p>[Your Name]<br>
[Your Title]<br>
[Company Name]</p>
In conclusion, a Sample Termination Letter Due To Attendance is a critical part of the HR process when dealing with attendance issues. Remember to always follow company policy, be consistent in your approach, and document everything. By using clear, concise letters, and providing appropriate context, you can ensure fairness and protect your company from potential legal challenges. Always consult with your legal counsel or HR department before issuing a termination letter.