Key Takeaways

  • A dismissal letter for absenteeism should clearly state the absence history, attempts at communication, and grounds for termination.
  • Proper documentation of absences, prior warnings, and company policy violations strengthens the legal standing of the dismissal.
  • Including final pay details, benefits continuation, and return-of-property instructions ensures completeness.
  • Tone should remain professional and respectful, even if the employee violated policy.
  • Providing a formal template can help HR professionals maintain consistency and compliance.Notice of Dismissal for Extended Absence

Notice of Dismissal for Extended Absence

Date:

To: [employee]

The purpose of this letter is to notify you that your employment with this company is hereby terminated. The termination is effective on [date employee last worked]. The reason for your termination is your continued unauthorized absence. It is noted that you failed to report to work on [date] and have continued to be absent from work since that date.You also failed tonotify the company of the reasons for your continued absence.

In accordance with company policy, there will be no severance pay because your termination was for cause. Within 30 days of termination, we will issue you a statement of benefits. Insurance benefits will continue for the time required by statutes or regulations. For a briefing on your termination benefits, please contact [name] in the personnel office.

Your final paycheck may be obtained from the personnel office on your final day of employment.

We sincerely regret this action and wish you the best of luck in finding a new employment situation.

Sincerely,

________________________________

Signature

copies to:

Reasons to Issue a Dismissal Letter for Absenteeism

An employer may issue a dismissal letter for absenteeism when an employee has been absent without authorization or justification for an extended period. Common reasons include:

  • Failure to notify management of absences despite company policies.
  • Repeated no-call, no-show incidents.
  • Exhaustion of leave entitlements without requesting further leave.
  • Continued absenteeism after verbal or written warnings.

It’s critical to document the dates of absence, any communication attempts, and prior disciplinary actions to ensure the termination is legally defensible.

Key Elements to Include in a Dismissal Letter for Absenteeism

To maintain legal and professional standards, a dismissal letter for absenteeism should include the following components:

  1. Employee Information – Full name, job title, department.
  2. Absence Details – Specific dates the employee was absent.
  3. Policy Reference – Cite the company’s absenteeism policy.
  4. Communication Summary – Note if the employee failed to respond to outreach.
  5. Disciplinary History – Mention past warnings or meetings.
  6. Termination Details – Specify the termination date and explain the cause.
  7. Final Pay and Benefits – Outline final paycheck, benefits status, COBRA rights if applicable.
  8. Return of Company Property – Request return of ID badges, equipment, documents, etc.
  9. Point of Contact – List who the employee can reach out to for questions.

Best Practices for Delivering the Dismissal Letter

  • Deliver in writing: Email or printed letter ensures documentation.
  • Include HR: Have a representative present during in-person delivery if feasible.
  • Use neutral language: Avoid emotional or accusatory wording.
  • Keep a record: Save a signed acknowledgment or delivery confirmation.

Dismissal Letter Template for Absenteeism

Here is a simplified version of a dismissal letter template you can customize:Subject: Notice of Termination Due to Extended Absence

Dear [Employee Name],

This letter confirms the termination of your employment with [Company Name], effective [termination date], due to your continued absence from work since [first date of absence].

Despite our attempts to reach you on [list dates or communication methods], we have not received any explanation or request for leave. As outlined in our [Company Attendance Policy], unauthorized and prolonged absence is grounds for termination.

Your final paycheck will be issued on [date], including [e.g., unused vacation pay]. Please return all company property to [contact person/HR department] by [deadline].

We wish you the best in your future endeavors.

Sincerely,  [Your Name]  [Job Title]  

Legal Considerations and Documentation

Before issuing a dismissal letter for absenteeism, employers should:

  • Review employment contracts and policies to ensure compliance.
  • Document all absence-related incidents with dates and details.
  • Consult legal counsel if the employee may claim wrongful termination (e.g., under FMLA or ADA).
  • Avoid discriminatory practices, especially if the absence is related to a protected reason like illness or family emergency.

Frequently Asked Questions

1. What is a dismissal letter for absenteeism? It’s a formal document terminating an employee due to repeated or prolonged unauthorized absences.

2. Is it legal to terminate someone for being absent? Yes, if the absence violates company policy and isn’t protected under laws like the FMLA or ADA.

3. Do I need to give a warning before terminating for absenteeism? While not always required, providing prior warnings strengthens legal defensibility.

4. Can an employee challenge a dismissal for absenteeism? Yes, especially if they believe the dismissal was discriminatory or if the absence was legally protected.

5. What should I do if the employee doesn’t respond to the dismissal letter? Keep detailed records of all communication attempts and proceed according to company policy regarding abandoned jobs.

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