Dealing with employee attendance issues can be tricky. Sometimes, despite your best efforts, you have to make the tough decision to end an employee’s time with your company. This article provides information about a Sample Termination Letter Due To Attendance. It explains when and how these letters are used, and gives you examples of what they might look like in different situations.
Why a Termination Letter is Important
A termination letter due to attendance is a formal document. It clearly outlines the reasons for ending an employee’s employment. It’s really important for several reasons:
First, it protects your company legally. By clearly stating the attendance problems and the steps you took to address them, you show that you followed fair procedures. It helps if the employee decides to take legal action. Second, it provides the employee with a written record of why they are being let go. This can be helpful for them when applying for unemployment benefits or looking for a new job. Finally, a well-written letter can help to maintain a positive image for your company, even in a difficult situation.
Here’s a quick breakdown of what makes it crucial:
- Provides legal protection for the company.
- Offers a clear explanation to the employee.
- Helps maintain a professional image.
A well-crafted Sample Termination Letter Due To Attendance is crucial because it clearly documents the reasons for termination and the steps taken to address the attendance issues. Here’s a simplified table of key components:
| Component | Explanation |
|---|---|
| Employee Information | Name, job title, and date of hire. |
| Reason for Termination | Specific attendance violations (e.g., excessive absences, tardiness). |
| Warnings and Documentation | Dates of previous warnings or discussions about attendance. |
| Effective Date | The date the employment ends. |
| Final Pay and Benefits | Information about final paycheck and any benefits. |
| Company Contact | Who the employee should contact for further questions. |
Example 1: 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 being terminated, effective [Date].
This decision is based on your excessive unexcused absences. Despite previous verbal and written warnings, your attendance has not improved. We have documented the following:
- [Date of Absence 1] – Unexcused
- [Date of Absence 2] – Unexcused, Written Warning Issued
- [Date of Absence 3] – Unexcused
- [Date of Absence 4] – Unexcused, Final Written Warning Issued
- [Date of Absence 5] – Unexcused
We have provided you with opportunities to improve your attendance, but unfortunately, there has been no significant improvement. This is a violation of company policy as outlined in the employee handbook.
Your final paycheck, including any accrued vacation time, will be available on [Date] and will be mailed to your address on file. Information regarding your eligibility for COBRA and other benefits will be provided separately.
Please return all company property, including your employee badge and any company-issued equipment, to [Department/Person] by [Date].
We wish you the best in your future endeavors.
Sincerely,
[Your Name/HR Department]
Example 2: Termination Due to Consistent Tardiness After Warnings
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 a result of your consistent tardiness, despite previous verbal and written warnings. We have provided you with multiple opportunities to improve your punctuality. Specifically, we have documented the following:
- [Date] – Verbal Warning for being late.
- [Date] – Written Warning for being late.
- [Date] – Late Arrival
- [Date] – Late Arrival, Final Written Warning Issued.
- [Date] – Late Arrival
Consistent tardiness disrupts workflow and affects team productivity. As your attendance has not improved, we are forced to take this action, as per company policy.
Your final paycheck will be issued on [Date], and you will receive information regarding your final benefits package in a separate mailing.
Please return all company property to [Department/Person] by [Date].
We regret having to take this action and wish you well in your future endeavors.
Sincerely,
[Your Name/HR Department]
Example 3: Termination Due to a Combination of Absences and Tardiness
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 based on your failure to maintain acceptable attendance, including both excessive absences and instances of tardiness. Despite previous coaching and warnings, your attendance record has not improved. The following issues have been documented:
- [Date] – Absence (Unexcused)
- [Date] – Tardiness
- [Date] – Verbal Warning for attendance.
- [Date] – Absence (Unexcused), Written Warning Issued.
- [Date] – Tardiness, Final Written Warning Issued.
- [Date] – Absence (Unexcused)
Your failure to improve attendance is a violation of company policy, which requires employees to maintain punctual and consistent attendance.
Your final paycheck will be available on [Date]. Information about COBRA and benefits continuation will be sent separately.
Please return all company property by [Date].
We wish you the best of luck in your future employment.
Sincerely,
[Your Name/HR Department]
Example 4: Termination Due to Absence After FMLA Exhaustion
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter confirms that your employment with [Company Name] is terminated, effective [Date].
Your employment is being terminated due to excessive absences following the exhaustion of your Family and Medical Leave Act (FMLA) leave. You were granted FMLA leave from [Start Date] to [End Date]. You were also informed that any absence after this date could be considered unexcused, and subject to disciplinary action.
Despite the exhaustion of your FMLA leave and the company’s prior communications, you were absent on [Date of Absence]. As a result of this unauthorized absence after your FMLA leave, and a violation of company attendance policy, we have made the decision to terminate your employment.
Your final paycheck, including accrued vacation time, will be issued on [Date]. Information about COBRA and other benefits will be sent separately.
Please return all company property, including your badge and equipment, by [Date].
We wish you success in your future endeavors.
Sincerely,
[Your Name/HR Department]
Example 5: Termination Due to Failure to Follow Call-Out Procedures
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 action is being taken due to your failure to follow company call-out procedures for absences. Despite being trained on the company’s attendance policy, which includes proper notification protocol, you failed to properly notify the company of your absences on [Date(s) of Absence] as detailed below:
- [Date] – No call/no show
- [Date] – Improper notification
This behavior is a violation of company policy and has been addressed with you previously. As there has been no improvement, and the continuation of not following proper call-out procedure, we must terminate your employment.
Your final paycheck and information regarding your benefits will be provided to you by [Date].
Please return all company property to [Department/Person] by [Date].
We wish you the best of luck in your future employment.
Sincerely,
[Your Name/HR Department]
Example 6: Termination Due to Excessive Absenteeism Impacting Job Performance
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is being terminated, effective [Date].
This decision is due to your excessive absenteeism, which has negatively impacted your job performance. Because of your frequent absences, you have been unable to complete assigned tasks and meet key deadlines. This has affected both your team’s work and overall productivity. We have documented the following:
- [Date of Absence 1]
- [Date of Absence 2], causing delayed completion of [Project Name].
- [Date of Absence 3]
- [Date of Absence 4], resulting in missed deadlines.
Despite previous verbal and written warnings regarding your attendance, your work performance has not improved, making it difficult for you to fulfill the requirements of your position. Your absences are also a violation of company policy.
Your final paycheck, with any accrued vacation time, will be available on [Date]. Information about COBRA and benefits continuation will be provided separately.
Please return all company property, including your employee badge and any company-issued equipment, to [Department/Person] 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 an important tool for HR professionals. By understanding its purpose and having examples to follow, you can create letters that are clear, legally sound, and fair to the employee. Remember to always consult with your legal team before issuing a termination letter to make sure you follow all the local laws and regulations.