An excessive absenteeism warning letter is a write-up with a count in it, and the count is what has to be right. The absences, with dates, in the counting period the attendance policy sets; approved PTO and protected leave excluded, because they are not absences under the policy; the policy's threshold and the section cited; the expectation from now; the step at the next occurrence; both signatures. The employee handbook template on this site prints the attendance policy the letter cites, free and without an account.
The count
Each unplanned absence with its date and whether notice was given, in the period the policy counts over. Approved PTO, approved leave and any protected absence left out, and the letter says they were. A count that includes an approved day is a letter the employee can refute in a sentence.
The policy
The attendance policy's section on unplanned absence, its threshold and its steps, quoted, with the date the employee acknowledged the handbook. The letter applies a rule the employee knew; the citation shows it.
The expectation and the step
Attendance as scheduled, notice by the deadline when it is not possible, and the step at the next occurrence in the counting period, up to termination as the policy provides. The consequence stated plainly, so the next letter is not a surprise.
The signatures and the record
The manager's; the employee's as acknowledgment with a comments line, or the refusal noted. Kept against the employee with the policy version. HeadcountDesk Pro keeps it; the handbook template prints the policy. From the vendors' own pricing pages, cited below: Homebase lists its Essentials plan at $30 per location per month billed monthly or $24 billed annually, with unlimited employees, and a Basic plan at $0 for one location with up to 10 employees; BambooHR starts at $10 per employee per month for Core and $17 for Pro; Deputy's Core plan is $6.50 per user per month. HeadcountDesk Pro is $24 per month per location.
Questions people ask about excessive absenteeism warning letter
What if some absences were for illness?
Sick leave under the policy or under a protected category is excluded from the count, and the letter says so; an adviser answers the protected categories.
Should the letter be the first step?
The policy's steps decide; a warning letter usually follows a conversation recorded as a note.
Is the handbook template free?
Yes, without an account.