UNAUTHORISED ABSENCE

This series of letters allows the company to fairly reach a decision to dismiss the employee who is absent without
authorisation and refuses to contact the company.
Instructions: replace the text [in bracets! as appropriate"
Letter 1 Writing to the Individual
This letter should be used to contact an employee who is absent without authorisation. If the employee does
NOT contact the company, the further letters should be used. If the employee does make contact and returns to
work, it may still be appropriate to hold a disciplinary meeting and you should take further advice on this matter.
CON#IDENTIA$
[Date!
[E%plo&ees Na%e!
[E%plo&ees A''ress!
Dear [E%plo&ees Na%e!
I am writing concerning your current period of absence from the Company.
According to our records you have not attended work since [Insert 'a&('ate! and you have not
contacted the Company to advise of the reasons for your absence. Your absence is therefore
considered to be unauthorised.
[)e ha*e trie' to contact &ou b& telephone an' ha*e le+t %essa,es- but ha*e still not
hear' +ro% &ou . insert any other attempts to contact].
I must advise you that unauthorised absence is considered to be a serious matter and could
amount to gross misconduct.
I must now ask you to contact the Company as a matter of urgency in order to explain your
reason for this absence and when you will be returning to work. If you have decided not to return
to work, I must ask you to confirm this to us in writing [an' return an& e/uip%ent belon,in,s
to the co%pan& . specify as appropriate.!
I must ask you to contact me immediately and within the next five working days.
Yours sincerely
[0ana,er Na%e!
[1osition!
Letter 2 - Invite to Disciplinary Meeting
If the employee does not respond to letter one, the following letter can be sent that invites the employee to attend
a disciplinary meeting about the on-going unauthorised absence.
CON#IDENTIA$
[Date!
[E%plo&ees Na%e!
[E%plo&ees A''ress!
Dear [E%plo&ees Na%e!
I refer to my previous letter regarding your unauthorised absence from work. Despite my letter
we have still not heard from you. I must now advise you that we consider this to be a disciplinary
matter and must invite you to attend a meeting with myself and [insert other persons +ro%
Co%pan&! on ['a&- 'ate- ti%e an' location!"
he meeting is to discuss your unauthorised absence and your failure to follow the correct
notification procedure.
As detailed in our disciplinary procedure, you may be accompanied at this meeting by a work
colleague from this Company or a trade union representative should you so wish.
I do hope that this meeting will allow us to discuss the situation fully and allow us to move
forward positively. I look forward to speaking to you then but if in the meantime you have any
!ueries, please do not hesitate to speak to me.
Yours sincerely
[0ana,er Na%e!
[1osition!
Letter !mployment at "is#
This letter clearly warns the employee that their employment is at risk and that if they do not attend the
rearranged meeting a decision will be made in their absence.
CON#IDENTIA$
[Date!
[E%plo&ees Na%e!
[E%plo&ees A''ress!
Dear [E%plo&ees Na%e!
I refer to my letter of [the 'ate o+ the letter in*itin, the e%plo&ee to atten'!- which invited you to
attend a disciplinary meeting on ['ate!"
I was disappointed that you failed to attend this meeting and have not provided any reasons for your
non"attendance. I consider our re!uests for you to attend these meetings to be reasonable and
therefore I must now advise you that your failure to attend is now being treated as a disciplinary
matter.
I have now re"arranged a meeting for ['ate! at [ti%e!" I would ask you to contact me or [Na%e# by
['a& be+ore the %eetin,# to confirm that you will be attending the meeting or to arrange an
alternative date. During the meeting your non"attendance at the previous meeting will also be
discussed.
As previously advised, you are entitled to be accompanied by a work colleague or trade union
representative. I must also advise you that should you not attend this meeting or contact the company
prior to the meeting date in order to re"arrange, the Company will have no option but to hold the
disciplinary meeting in your absence. I would encourage you to attend the meeting in order to put
forward any matters to explain your absence. If you do not attend, decisions can only be based
on the information available to us, and I must point out that unauthorised absence may be
considered to be gross misconduct and therefore your employment is at risk.
I would therefore encourage you to attend the meeting in order to explain the reasons for your
absence, so that all matter can be fully considered.
Yours sincerely
[0ana,er Na%e!
[1osition!
Letter $ %optional& 'onfirming (eriousness of situation and )inal Warning
This letter is optional. It re-emphasises the seriousness of the matter and that employment is at risk. It can be
used of you wish to give the employee a further opportunity to attend.
CON#IDENTIA$
$Date!
[E%plo&ees Na%e!
[E%plo&ees A''ress!
Dear [E%plo&ees Na%e!
%urther to the disciplinary meeting that was held last week in your absence, I am concerned that you
may not have realised the conse!uences of not attending.
he allegations that the Company is considering are&
Continued unauthorised absence
%ailure to follow the Absence 'otification (rocedure $as set out in your contract of employment#
%ailure to comply with a reasonable re!uest to attend meetings.
I have to warn you that the Company considers that such matters may constitute gross misconduct
and if this is established then summary dismissal, without notice or payment in lieu of notice, will
result.
I can confirm that you will have a final opportunity to put your case at a disciplinary meeting to be held
on [Insert 'ate! at [Insert Ti%e#. I would ask you to contact me or [insert Na%e! b& [ti%e! on
[Insert 'ate# to confirm your attendance at that meeting or to arrange a more suitable date.
I have to warn you that if you do not contact me or turn up for the meeting, the Company will make a
decision in your absence.
Yours sincerely
[0ana,er Na%e!
[1osition!
Letter * Dismissal
This letter confirms dismissal for unauthorised absence. The employee should still be given the opportunity to
appeal.
CON#IDENTIA$
[Date!
[E%plo&ees Na%e!
[E%plo&ees A''ress!
Dear [E%plo&ees Na%e!
%urther to my letter of ['ate! I am disappointed that you did not attend the meeting or contact the
company as re!uested.
I am now writing to confirm that the disciplinary meeting was held in your absence and to advise you
of the outcome.
During the meeting your unauthorised absence was reviewed and discussed and it was concluded
that this amounts to gross misconduct. In addition it was concluded that your failure to comply with
our reasonable re!uests to attend meetings without any explanation also constitutes gross
misconduct.
In light of this, the company has no alternative but to confirm your termination of employment with
immediate effect without notice or payment in lieu of notice. Your date of termination will therefore be
$date of meeting#.
You do have the right to appeal against this decision and, if you wish to do so, you should write to
$Insert 'ame of Appeal and position#, detailing your reasons for the appeal within five working days of
this letter or as soon as is reasonably practicable.
%inal payments will be made to you via the payroll, directly into your account. )uch payments will
include payment up"to and including this date of termination *but will not include payment for your
period of unauthorised absence+ and any outstanding holiday. Your (,- and final payslip will be
forwarded on [Date!"
Yours sincerely
[0ana,er Na%e!
[1osition!