Dealing with employee attendance issues can be tricky. Sometimes, despite warnings and support, an employee’s attendance doesn’t improve, leading to the difficult decision of termination. This guide provides insights and examples related to a Sample Termination Letter Due To Attendance, helping both employers and employees understand the process.
Understanding the Importance of a Termination Letter
A well-crafted termination letter is crucial for several reasons. It serves as a formal record of the termination, outlining the reasons for the decision. This protects both the company and the employee. It clearly communicates the end of the employment relationship and any associated details like final pay, benefits, and return of company property. Failing to provide a clear and comprehensive letter can lead to misunderstandings and potential legal issues. It’s also important to remember that this letter is typically a final step in a process that has included prior warnings and attempts to improve the employee’s attendance.
Here’s what the letter usually includes:
- Employee’s full name and job title.
- Date of termination.
- Specific reasons for termination (attendance issues).
- Reference to prior warnings and counseling.
- Details about final pay and benefits.
- Instructions for returning company property.
Providing a professional and complete letter is very important because it provides clarity and legal protection for the company. A clear letter also helps the departing employee understand the situation and take the necessary steps for their next stage.
Example: Termination Due to Excessive Absenteeism After Warnings
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 a result of your continued excessive absenteeism and failure to meet the attendance expectations of your role. Despite previous verbal and written warnings, as outlined below, your attendance has not improved.
- [Date of First Written Warning]: Addressed your absences and tardiness.
- [Date of Second Written Warning]: Reiterated concerns and set attendance improvement goals.
- [Date of Counseling Session]: Discussed attendance and provided support.
Specifically, your attendance record shows [Number] days absent and [Number] instances of tardiness within the last [Time period, e.g., three months], which violates our company’s attendance policy, as outlined in the employee handbook. We have attempted to work with you to address these issues. However, the attendance issues have continued. We’ve attached a copy of your attendance record for your review.
Your final paycheck, including any accrued vacation time, will be available on [Date] and will be delivered to you via [Method of Delivery, e.g., direct deposit, mail]. Information regarding your eligibility for COBRA and other benefits will be provided separately. You are required to return all company property, including your employee ID, laptop, and any other items, to [Location] by [Date]. Please contact [HR Contact] at [Phone Number or Email] to arrange a return time.
We wish you the best in your future endeavors.
Sincerely,
[HR Manager Name]
[HR Department]
Example: Termination Due to Unexcused Absences, Without Prior Warnings (if policy allows)
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Date].
This decision is based on your violation of company policy due to unexcused absences. On [Date(s)], you were absent from work without providing adequate notice or justification, as per our attendance policy outlined in the employee handbook.
Because the lack of communication and adherence to the attendance policy is serious, and given the nature of the role, termination is necessary. We have attempted to contact you, but have been unable to reach you.
Your final paycheck, including any accrued vacation time, will be available on [Date] and will be delivered to you via [Method of Delivery, e.g., direct deposit, mail]. Information regarding your eligibility for COBRA and other benefits will be provided separately. You are required to return all company property, including your employee ID, laptop, and any other items, to [Location] by [Date]. Please contact [HR Contact] at [Phone Number or Email] to arrange a return time.
We wish you the best in your future endeavors.
Sincerely,
[HR Manager Name]
[HR Department]
Example: Termination Due to Habitual Tardiness After Progressive Discipline
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].
The reason for this termination is your consistent tardiness. Despite previous warnings and discussions, your punctuality has not improved and continues to negatively impact team productivity and workflow. We’ve provided multiple opportunities for you to improve your attendance.
The following actions were taken:
- [Date of Verbal Warning]: Discussed instances of tardiness.
- [Date of First Written Warning]: Addressed continued tardiness.
- [Date of Second Written Warning]: Noted lack of improvement and consequences.
Specifically, your tardiness has resulted in [Number] late arrivals in the last [Time period, e.g., month]. This violates our company’s attendance policy. We have attempted to work with you to address these issues. However, your tardiness has continued.
Your final paycheck, including any accrued vacation time, will be available on [Date] and will be delivered to you via [Method of Delivery, e.g., direct deposit, mail]. Information regarding your eligibility for COBRA and other benefits will be provided separately. You are required to return all company property, including your employee ID, laptop, and any other items, to [Location] by [Date]. Please contact [HR Contact] at [Phone Number or Email] to arrange a return time.
We wish you the best in your future endeavors.
Sincerely,
[HR Manager Name]
[HR Department]
Example: Termination Letter Due to Pattern of Absence on Specific Days
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].
The basis for this decision is your repeated absences on critical days of the week/month. While we understand the occasional need for absence, a pattern has developed where you are consistently absent on [Days of the week/Dates of the month], which disrupts the workflow and negatively affects our ability to meet deadlines.
This pattern has persisted despite our previous efforts to address the issue, as detailed below:
- [Date of Verbal Warning]: Discussed the pattern of absence.
- [Date of Written Warning]: Formal warning regarding the impact of your absences.
- [Date of Meeting]: Review of attendance and setting expectations.
Your attendance record shows repeated absence on those specific days, which violates the company’s attendance policy. While we’ve tried to accommodate your needs, your pattern of absence has continued.
Your final paycheck, including any accrued vacation time, will be available on [Date] and will be delivered to you via [Method of Delivery, e.g., direct deposit, mail]. Information regarding your eligibility for COBRA and other benefits will be provided separately. You are required to return all company property, including your employee ID, laptop, and any other items, to [Location] by [Date]. Please contact [HR Contact] at [Phone Number or Email] to arrange a return time.
We wish you the best in your future endeavors.
Sincerely,
[HR Manager Name]
[HR Department]
Example: Email Regarding Termination – Including a Call to Schedule a Meeting
Subject: Regarding Your Employment at [Company Name]
Dear [Employee Name],
This email is to inform you that we need to discuss your recent attendance record. We’ve reviewed your attendance and need to take action.
Could you please contact me at [Phone number] or reply to this email to schedule a meeting to discuss this matter further? We can meet on [list of dates and times or give a time range].
We value your contributions to [Company Name], and we want to ensure we address these issues promptly.
Sincerely,
[HR Manager Name]
[HR Department]
Example: Termination Due to Exceeding Allowable Absence Limit
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Date].
This decision is based on your attendance record, which has exceeded the maximum number of absences permitted by our company policy. According to the employee handbook, employees may not exceed [Number] days of absence within a [Time period, e.g., rolling 12-month period].
We have tried to accommodate your needs, but unfortunately, your attendance has exceeded the limit.
Specifically, your attendance record shows [Number] days absent within the last [Time period]. This violates the attendance policy detailed in the employee handbook.
Your final paycheck, including any accrued vacation time, will be available on [Date] and will be delivered to you via [Method of Delivery, e.g., direct deposit, mail]. Information regarding your eligibility for COBRA and other benefits will be provided separately. You are required to return all company property, including your employee ID, laptop, and any other items, to [Location] by [Date]. Please contact [HR Contact] at [Phone Number or Email] to arrange a return time.
We wish you the best in your future endeavors.
Sincerely,
[HR Manager Name]
[HR Department]
In conclusion, a Sample Termination Letter Due To Attendance is a serious document that needs to be handled carefully. While it’s never easy to terminate employment, a clear and legally sound letter helps both the company and the employee move forward. Always follow company policies and consult with HR and legal counsel to ensure compliance. The goal is to be fair, professional, and respectful throughout the process.