In the world of work, things don’t always go as planned. Sometimes, an employee’s attendance becomes a serious issue. This article provides guidance on crafting a “Sample Termination Letter Due To Attendance,” which is a formal document used to end employment due to an employee’s inability to meet the company’s attendance expectations.
Why Attendance Matters and When a Termination Letter Is Needed
Attendance is crucial for any company to operate effectively. Regular attendance ensures that work gets done, deadlines are met, and team members can rely on each other. When an employee is frequently absent or late, it can disrupt workflows, decrease productivity, and place an unfair burden on other employees. Before resorting to termination, companies usually implement a progressive disciplinary process, which may include:
- Verbal warnings
- Written warnings
- Performance improvement plans (PIPs)
Only after these steps have failed to improve attendance should termination be considered. A well-written Sample Termination Letter Due To Attendance is essential for legal and ethical reasons, ensuring the process is fair and documented. It protects both the employer and the employee. If you’re an employer, consider this scenario: a worker with a poor attendance record is notified with the following:
- A verbal warning about their attendance
- Then the same worker receives a written warning for the same infraction
- The company then sets a PIP to help the worker
- After a certain time, the worker attendance did not improve and the company can now terminate the worker
This ensures a paper trail of issues and the steps taken to assist the employee. In order to avoid issues, a termination letter should include the following information:
| Essential Information | Explanation |
|---|---|
| Date | The date the letter is written. |
| Employee’s Name and Address | The correct details of the employee. |
| Reason for Termination | A clear explanation of the attendance issues. |
| Dates of Attendance Issues | Specific dates of absences or lateness. |
| Warnings and Disciplinary Actions | Documentation of previous warnings and steps taken. |
| Final Pay and Benefits | Details about final pay, benefits, and any other relevant information. |
| Effective Date of Termination | The last day of employment. |
| Contact Information | HR or management contact for questions. |
Email Example: Termination Due to Excessive Unexcused Absences
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 based on your excessive unexcused absences from work, which have violated company policy on attendance. Specifically, your attendance record indicates the following:
- [Date] – Absent without notice
- [Date] – Absent without notice
- [Date] – Tardy [number] minutes without prior notification
We previously discussed your attendance issues and issued a verbal warning on [Date of Verbal Warning], followed by a written warning on [Date of Written Warning]. Despite these warnings, your attendance has not improved. We also created a Performance Improvement Plan (PIP) but the same issues remained. We provided you with time to improve and assist you in this matter, but unfortunately, we have not seen a positive change.
Your final paycheck, including any accrued vacation time, will be [Details of payment]. Information regarding your eligibility for COBRA and other benefits will be sent to you separately by the HR department.
Please return all company property, including your employee ID and any company-issued equipment, to [Location] by [Date and Time].
We wish you the best in your future endeavors.
Sincerely,
[HR Manager Name]
[HR Department]
Letter Example: Termination Due to Consistent Tardiness
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Effective Date].
This decision is a result of your consistent tardiness in arriving at work, which has significantly disrupted team operations and affected your productivity. We have addressed this issue with you on several occasions, including a verbal warning on [Date], and a written warning on [Date].
Your specific instances of tardiness include, but are not limited to:
- [Date] – Arrived [number] minutes late
- [Date] – Arrived [number] minutes late
- [Date] – Arrived [number] minutes late
You were also placed on a Performance Improvement Plan (PIP) to help improve your attendance. As the issues have not changed, and after the time specified in the PIP has passed, the company has decided to proceed with termination.
Your final paycheck, including any earned but unused vacation time, will be issued on [Date] and will be available [Method of payment]. Information about your final benefits will be sent separately by the HR department.
Please return all company property to [Location] by [Date and Time].
Sincerely,
[HR Manager Name]
[HR Department]
Email Example: Termination After Exhausting FMLA (Family and Medical Leave Act) Leave and Continued Absence
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Effective Date].
This decision is based on your inability to return to work following your approved Family and Medical Leave Act (FMLA) leave. Your FMLA leave began on [Start Date] and ended on [End Date]. As you are still unable to resume your duties, we are unable to hold your position open.
We understand this is a difficult situation, and we have followed all applicable policies, including providing you with the leave as allowed by the law. We also tried to accommodate you and your needs, but the situation at hand has made it impossible for you to continue with your duties. Your attendance has not improved.
Your final paycheck, including any accrued vacation time, will be [Details of payment]. Information regarding your eligibility for COBRA and other benefits will be sent to you separately by the HR department.
Please return all company property, including your employee ID and any company-issued equipment, to [Location] by [Date and Time].
We wish you the best in your future endeavors.
Sincerely,
[HR Manager Name]
[HR Department]
Letter Example: Termination Due to Excessive Absences, Despite Doctor’s Notes
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Effective Date].
This decision is a result of your excessive absences from work, which have disrupted operations. While we have received doctor’s notes for these absences, your attendance record has consistently fallen below the required standards for this role. We have tried to accommodate you by giving you multiple warnings regarding your attendance issues, but unfortunately, the issue continues to arise.
Your attendance record, as of [Date], reflects the following:
- [Date] – Absent due to illness
- [Date] – Absent due to illness
- [Date] – Absent due to illness
We previously addressed your attendance issues with a verbal warning on [Date of Verbal Warning], followed by a written warning on [Date of Written Warning]. A PIP was issued to attempt to help the employee, but there was no improvement. We are now forced to move with termination.
Your final paycheck, including any accrued but unused vacation time, will be issued on [Date] and will be available [Method of payment]. Information about your final benefits will be sent separately by the HR department.
Please return all company property to [Location] by [Date and Time].
Sincerely,
[HR Manager Name]
[HR Department]
Email Example: Termination When Employee Fails to Meet Attendance Requirements After a Final Warning
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 based on your failure to meet the attendance requirements as per your Performance Improvement Plan (PIP) and your previous final warning. Your attendance issues were previously addressed with you in a final written warning on [Date of Final Warning], which outlined specific expectations for improvement.
Despite the final warning and the opportunity to improve, your attendance has not met the required standards. Specifically, [Provide specific details, e.g., “you were absent on [Date] without notification,” or “you were late on [Date] by [number] minutes”].
As you are aware, failing to meet the terms of the final written warning can result in termination of employment, in accordance with the company policy.
Your final paycheck, including any accrued vacation time, will be [Details of payment]. Information regarding your eligibility for COBRA and other benefits will be sent to you separately by the HR department.
Please return all company property, including your employee ID and any company-issued equipment, to [Location] by [Date and Time].
We wish you the best in your future endeavors.
Sincerely,
[HR Manager Name]
[HR Department]
Letter Example: Termination Due to Repeated Violation of Company Attendance Policy
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Effective Date].
This decision is based on your repeated violations of the company’s attendance policy, which is detailed in the Employee Handbook. Your attendance record shows a pattern of absences and tardiness that have not improved despite earlier interventions. This is a violation of the company attendance policy, which states if a certain number of infractions have occurred, the employee will be subject to termination.
You have been previously notified and warned of your attendance problems in previous notices and meetings, which included a verbal warning on [Date], and a written warning on [Date].
Your specific instances of violation include, but are not limited to:
- [Date] – Absent without notice
- [Date] – Arrived [number] minutes late
- [Date] – Absent without notice
We have come to the decision of termination due to your repeated attendance violations.
Your final paycheck, including any earned but unused vacation time, will be issued on [Date] and will be available [Method of payment]. Information about your final benefits will be sent separately by the HR department.
Please return all company property to [Location] by [Date and Time].
Sincerely,
[HR Manager Name]
[HR Department]
Email Example: Termination for Abandonment of Position (After Prolonged Absence Without Contact)
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Effective Date].
This decision is due to the abandonment of your position. We have not received any communication from you since [Date of Last Contact or Absence]. You have been absent from work without any notification or explanation.
We have attempted to contact you by phone and email on [Dates of Attempts], but we have not received a response. As per company policy, failing to report to work for [number] consecutive days without communication can result in termination.
We regret to inform you that we consider your failure to contact us and your extended absence as a voluntary resignation. As such, your employment with [Company Name] is terminated, effective [Effective Date].
Your final paycheck, including any accrued vacation time, will be [Details of payment]. Information regarding your eligibility for COBRA and other benefits will be sent to you separately by the HR department.
Please return all company property, including your employee ID and any company-issued equipment, to [Location] by [Date and Time]. If we do not hear back from you, we will send the final payment to your address on file.
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. Following a fair process, ensuring clarity, and including all the necessary details are critical. This helps to protect both the employer and the employee and ensures a smooth transition. Remember to always consult with HR and legal counsel before issuing a termination letter to ensure compliance with all applicable laws and company policies.