--- layout: default_v3 language: default permalink: absenteeism/warning-letter-to-employee-for-excessive-absence.html i18n_link: 2909 updated: 2023-01-11 #--- article key-values ---# collection: default_topiccluster t_keyword: Warning Letter To Employee For Excessive Absence tags: absenteeism, employee absenteeism, absentee employees, employee absence type: supporting page_id: 2909 hreflang_id: 2909 parent_id: 2882 date_published: 2021-02-03 date_modified: 2023-01-11 #--- javascript schema ---# javascript_schema: - script: jquery_3_2_0_min - script: bootstrap_min - script: article_infinite_scroll - script: article_mix_infinitescroll - script: article_mix - script: article_mix_faq - script: article_mix_toc #--- section schema ---# section_schema: - section: nav-main_menu - section: article_body_v2 - section: footer - section: schedule_demo_cta #--- page key-values ---# meta_tags: t_meta_title: How to Write a Warning Letter for Excessive Absenteeism t_meta_description: There are many best practice tips available for composing a warning letter to an employee regarding excessive absences in the workplace. t_meta_abstract: There are many best practice tips available for composing a warning letter to an employee regarding excessive absences in the workplace. i_meta_image: article_body: json-ld_article: v_date_published: 2021-02-03 v_date_modified: 2023-01-11 author: p_author_id: 203 t_author: Priyanka Bhadani p_author_url: priyanka-bhadani.html i_author: 203.png t_author_description: Mary Kate Morrow is a writer, editor, and social media professional currently employed as a Digital Content Writer at Altametrics. She previously graduated with both a Bachelors degree in English Language and Literature and a Bachelors degree in Gender Studies from the University of California, Los Angeles. p_author_facebook: //www.facebook.com/HubWorksApp p_author_twitter: https://twitter.com/HubworksApp p_author_linkedin: p_author_instagram: feature_snippet: p_type: text t_title: t_description: content: heading: t_title: How to Write a Warning Letter for Excessive Absenteeism t_description: There are many best practice tips available for composing a warning letter to an employee regarding excessive absences in the workplace. image: i_image: how-to-write-a-warning-letter-for-excessive-absenteeism-1612231541-7188.png t_image_description: Warning letter to employee for excessive absence v_image_attribution: //pixabay.com/illustrations/freelance-worker-job-business-4071263/ v_image_license: Creative Commons Zero v_video: paragraphs: - t_headline: The Best Way to Write a Warning Letter for Employee Absences t_text: Excessive absenteeism severely negatively impacts businesses financially. In fact, employee absences in the United States are estimated to cost employers $225.8 billion each year.

Financial consequences are steep for both hourly and salary employee absences. Employers lose an estimated $3,600 per year for each hourly worker and each salaried worker costs an estimated $2,650 per year.

Excessive absenteeism also influences other aspects of a business ranging from decreased employee engagement rates to increased turnover, which results in even more financial consequences. As such, it is imperative that human resources and business owners work together to combat excessive absenteeism in the workplace.

There are many considerations that necessitate the attention of human resources professionals regarding disciplinary action for addressing excessive absenteeism. From a written warning to potential termination, business professionals must make sure they have an appropriate plan to fight excessive absenteeism.

Best practice tips for building out an employee warning letter include careful consideration of the following- p_headline_type: h2 image: i_image: t_description: v_attribution: v_license: video: v_video: 1mhWyqX_bbw v_video_language: default t_name: How to Give Written Warnings at Work t_description: Watch more Business Communication videos- //www.howcast.com/videos/424435-How-to-Give-Written-Warnings-at-WorkBe sure to cover all the key points in a written warning so that the employee is respected, and the company is also protected.Step 1- State the case clearlyState the reason or cite the code for the infraction that prompted the disciplinary letter. Give a written warning in clear language that conveys that the purpose is to correct the behavior.Step 2- Detail facts, sign, and dateDetail pertinent facts and examples and list witnesses and dates of incidents. Sign and date the warning and have the employee do the same as recognition of receipt and understanding.TipIssue the warning as soon as possible to avoid any confusion about whether or not an infraction occurred.Step 3- Identify what must be improvedIdentify corrective measures and specify opportunities for improvement. Avoid invalidating the warning by failing to encourage the employee to rectify things.Step 4- Include noncompliance warningInclude legal wording in a statement describing the consequences of noncompliance.Step 5- Offer counselingOffer counseling to benefits-eligible employees who wish to get help for a chronic problem related to the warning.Step 6- Inform them of their rightsInform the employee of their right to appeal the action through staff resolution procedures. Be the honorable person you are asking your workers to be by giving everyone a fair chance.Did You Know?A 2006 National Bureau of Economic Research report noted that job displacement -- loss of a job because the position has been eliminated -- led to a 15 to 20 percent increase in the probability of dying within the 20 years following a job loss. v_url: //youtu.be/1mhWyqX_bbw i_thumbnail: //i.ytimg.com/vi/1mhWyqX_bbw/default.jpg i_thumbnail_1x1: //i.ytimg.com/vi/1mhWyqX_bbw/default.jpg i_thumbnail_4x3: //i.ytimg.com/vi/1mhWyqX_bbw/mqdefault.jpg i_thumbnail_16x9: //i.ytimg.com/vi/1mhWyqX_bbw/sddefault.jpg v_upload_date: 1-20-2011 v_length_minutes: 1 v_length_seconds: 53 v_view_count: 57547 callout_text: - t_headline: 1. Company Rules t_text: Before a written warning is ever issued, employees should be well aware of the company policy regarding absenteeism. The employee attendance policy should be readily available for staff members to reference in both the employee handbook and prominently displayed in the office space.

If an employee is not aware of the attendance policy at their company, then human resources have failed to properly perform their job. Not only should employees have received a copy of the company policy regarding excessive absenteeism, but ideally human resources should have obtained a signed document acknowledging receipt and acceptance of the attendance policy from all staff members.

Additionally, the company policy must be universally and fairly executed for all staff members. For example, favoritism towards certain employees will likely result in the company policy being undermined or challenged by other staff members.

Company policy should address specific employee absence types and any disciplinary action correlated. For example, while a family emergency would not necessitate a written warning letter, consistent late arrivals without prior clearance may. p_headline_type: h3 image: i_image: 1-company-rules-1612231541-5350.png t_description: //pixabay.com/illustrations/training-training-course-3185170/ v_attribution: //pixabay.com/illustrations/training-training-course-3185170/ v_license: Creative Commons Zero callout_text: - t_title: Remember- t_text: While company policy regarding workplace attendance is crucial to establish and communicate with staff members, there are some circumstances that must be evaluated on an individual basis, such as a family emergency or employee sickness. - t_headline: 2. Disciplinary Action t_text: Just as workers should be completely clear about the company policy regarding employee attendance, they should also be aware of any disciplinary action they may face by violating it. A written warning is a serious matter that employees should not take lightly.

There are many steps that human resources professionals can take to communicate the severity of a written warning to employees. For example, the employee warning letter should always be printed on company letterhead and delivered in a sealed envelope.

The written letter must clarify that a copy of the letter will be kept in an employee's personnel file in order to maximize its impact. For many employees, knowing that their personnel file will carry a copy of the letter is an additional disciplinary action within itself.

The written warning must make sure to state explicitly that excessive absenteeism will not be tolerated. Any additional disciplinary action that can be expected from the date of the written employee warning going forward should also be stated. p_headline_type: h3 image: i_image: 2-disciplinary-action-1612231541-9909.png t_description: //pixabay.com/illustrations/angry-businesswoman-conflict-3233158/ v_attribution: //pixabay.com/illustrations/angry-businesswoman-conflict-3233158/ v_license: Creative Commons Zero callout_text: - t_headline: 3. Letter Content t_text: When employers or human resources professionals need to compose an employee warning letter they may choose to research letter sample templates. The internet provides much information and many letter sample templates for addressing employee absenteeism through a written warning letter.

Beyond printing the letter on official letterhead, applying a wet signature, and sealing the envelope, the content of a warning letter must be both professional and concise. There are many topics that employers and human resources professionals should cover within an employee warning letter.

The written warning must make sure to clearly explain unauthorized or excessive absenteeism with corresponding dates listed. It is crucial to iterate that the absenteeism occurred without prior authorization and against company policy guidelines.

The employee must understand that the written warning is a disciplinary action and that continued excessive absenteeism will result in further, more severe consequences. Listing the anticipated disciplinary action that will result from any additional absenteeism without prior authorization is crucial to the impact a written warning makes on an employee.

Supplemental information like employee timesheets can be included within the warning letter for employee reference. Not only will this supply proof to the employee regarding their specific absences, but it also notifies staff members that their time is consistently monitored closely by human resources professionals.

Any adjustments to the standard company policy as a result of excessive absenteeism should be outlined in the warning letter. For example, due to the offenses, perhaps the employee now needs to request leave in writing even further in advance than other staff members.

A primary objective of an employee warning letter is to correct the offensive behavior, not to punish an employee without purpose. As such, an employee should be presented with a warning letter that encourages the staff member to get back on track.

The conclusion of an employee warning letter should state that further action will be taken if the excessive absenteeism is not acknowledged, addressed, and amended. The employee warning letter and personnel file will additionally be invaluable if a company must eventually terminate an employee due to their excessive absenteeism. p_headline_type: h3 image: i_image: 3-letter-content-1612231541-4577.png t_description: //pixabay.com/illustrations/career-success-path-stair-3386334/ v_attribution: //pixabay.com/illustrations/career-success-path-stair-3386334/ v_license: Creative Commons Zero callout_text: - t_title: Tip- t_text: Sample warning letters are a great tool for human resources professionals or business owners to research before composing their own. - t_headline: Key Takeaways t_text: p_headline_type: h2 image: i_image: key-takeaways-1612231616-1613.png t_description: //pixabay.com/vectors/man-employee-computer-monitor-5800290/ v_attribution: //pixabay.com/vectors/man-employee-computer-monitor-5800290/ v_license: Creative Commons Zero callout_text: event_body: json-ld_event: t_name: Employee Scheduling for Restaurant Managers t_description: Attendees will learn how create excellent schedules. The class teaches managers how to estimate the number of employees they need to staff their locations; how to accurately forecast their customer demand; how to quickly and accuaratly write and communicate schedules to employees; and how to evaluate the accuracy and optimization of their schedules to make adjustments. v_start_date: 2022-08-08 i_image: p_location_name: Altametrics Online Webinar Course p_address: webinar.hubworks.com?site=altametrics v_price: 10.00 t_offer_description: Priority Registration v_registration_url: webinar.hubworks.com?site=altametrics ---