Dealing with employee attendance issues is never easy. Sometimes, despite your best efforts to support an employee, their attendance problems lead to a difficult decision. This article provides information about a Sample Termination Letter Due To Attendance that you can use as a guide. Remember that every situation is different, so it’s crucial to consult with your HR department or a legal professional before taking any action.
Why a Termination Letter is Necessary
A termination letter is a formal document. It clearly outlines why an employee is being let go. It’s important for several reasons. First, it protects both the employer and the employee. It establishes a record of the termination and the reasons behind it. Second, it can help prevent misunderstandings or legal issues down the road. Third, it is a professional way to end the employment relationship.
Here’s why a well-written termination letter is essential:
- It provides legal protection for the company.
- It ensures clarity for the departing employee.
- It documents the reasons for termination.
Here’s a simple table showing some key aspects of a termination letter:
| Element | Description |
|---|---|
| Date | The date the letter is written. |
| Employee Information | Employee’s full name, job title, and employee ID. |
| Reason for Termination | Clear and concise explanation. |
| Effective Date | The last day of employment. |
| Final Pay and Benefits | Information on final paycheck and benefits. |
| Contact Information | Who to contact for questions. |
It is really important that the letter is factual and avoids emotional language. A well-written letter minimizes potential conflicts and legal challenges.
Email Example: Termination Due to Excessive Unexcused Absences
Subject: Employment Termination – [Employee Name]
Dear [Employee Name],
This letter confirms your termination of employment with [Company Name], effective [Date].
This decision is based on your excessive unexcused absences from work. Despite previous verbal and written warnings on [Date(s) of warnings], your attendance has not improved. The company’s attendance policy requires consistent attendance, and your repeated failure to meet these requirements has created a disruption in the workflow.
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 COBRA and other benefits will be included with your final paycheck. Please return all company property, including your employee badge, laptop, and any other company-owned items, to [Location] by [Date and Time].
We wish you the best in your future endeavors.
Sincerely,
[Your Name/HR Department]
Letter Example: Termination Due to Repeated Tardiness
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Dear [Employee Name],
This letter is to inform you of the termination of your employment with [Company Name], effective [Date].
This decision is a direct result of your repeated tardiness. Despite verbal warnings on [Date(s) of warnings] and written warnings on [Date(s) of warnings], you have continued to arrive late for work, violating company policy. Consistent punctuality is a requirement for your position.
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 COBRA and other benefits will be included with your final paycheck. Please return all company property, including your employee badge, laptop, and any other company-owned items, to [Location] by [Date and Time].
We regret this decision.
Sincerely,
[Your Name/HR Department]
Email Example: Termination After a Final Written Warning for Attendance Issues
Subject: Employment Termination – [Employee Name]
Dear [Employee Name],
This letter confirms your termination of employment with [Company Name], effective [Date].
This decision is based on your continued attendance issues, despite previous warnings. On [Date of final written warning], you were issued a final written warning for your attendance. Unfortunately, your attendance has not improved, and you have continued to [briefly explain the attendance violations since the final warning – e.g., been absent on X days, been late X times].
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 COBRA and other benefits will be included with your final paycheck. Please return all company property, including your employee badge, laptop, and any other company-owned items, to [Location] by [Date and Time].
We wish you the best in your future endeavors.
Sincerely,
[Your Name/HR Department]
Letter Example: Termination Due to Pattern of Absence and No Communication
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately.
This decision is due to a pattern of unexcused absences and lack of communication regarding your absences. Despite company policies requiring notification of absences and attempts to contact you on [Date(s) of attempts], we have received no explanation for your absence since [Date of last attendance].
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 COBRA and other benefits will be included with your final paycheck. Please return all company property, including your employee badge, laptop, and any other company-owned items, to [Location] by [Date and Time]. If we do not hear from you, the final paycheck will be sent by mail.
We regret this decision.
Sincerely,
[Your Name/HR Department]
Email Example: Termination Related to Missing Work After a Sick Leave
Subject: Employment Termination – [Employee Name]
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Date].
Your employment is being terminated due to attendance issues related to a recent period of sick leave. While we understand the need for sick leave, your absence and subsequent failure to return to work on the agreed-upon date, [Date], have significantly impacted your ability to fulfill your job responsibilities. Despite multiple attempts to contact you [Mention attempts: e.g., emails, phone calls] to discuss your return to work, we have not received a response.
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 COBRA and other benefits will be included with your final paycheck. Please return all company property, including your employee badge, laptop, and any other company-owned items, to [Location] by [Date and Time].
We wish you the best in your future endeavors.
Sincerely,
[Your Name/HR Department]
Letter Example: Termination for Attendance Violations After a Performance Improvement Plan
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
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 attendance issues. As you know, you were placed on a Performance Improvement Plan (PIP) on [Date] to address these issues. Despite the support and guidance provided through the PIP, including [mention specific actions within the PIP], your attendance has not improved, and you have continued to violate company policy, specifically [mention specific violations].
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 COBRA and other benefits will be included with your final paycheck. Please return all company property, including your employee badge, laptop, and any other company-owned items, to [Location] by [Date and Time].
We regret this decision.
Sincerely,
[Your Name/HR Department]
Conclusion:
Using a Sample Termination Letter Due To Attendance correctly can help you navigate a difficult situation with professionalism and clarity. Remember to always follow your company’s policies and consult with HR or legal counsel before finalizing any termination. This will help ensure that you handle the situation fairly and legally. Good luck.