Warning Letter for Not Coming: 3 Templates

Are you faced with the task of addressing repeated unauthorized absences by an employee? Composing a formal warning letter is crucial to communicate the seriousness of the situation professionally and ensure that expectations are understood.

We’ll navigate through each step together, offering insights to ensure your message is clear, constructive, and in accordance with company policies. Let’s embark on this essential task, prioritizing both fairness and productivity in the workplace.

What to Write in a Warning Letter for Unauthorized Absence

Drafting a Warning Letter for Unauthorized Absence is an opportunity to address the issue of an employee’s repeated failure to report to work without proper authorization. Follow these steps to compose a clear and constructive message:

  • Address the Employee: Begin your letter by addressing the employee by their full name. Be direct and professional in your tone.
  • State the Concern: Clearly express the concern regarding the employee’s unauthorized absences. Specify the dates and instances where the employee was absent without proper notification or approval.
  • Refer to Company Policies: Mention any relevant company policies or procedures regarding attendance and absenteeism. Explain how the behavior goes against the established standards.
  • Highlight the Impact: Explain how unauthorized absences can disrupt workflow, affect team morale, and hinder overall productivity. Emphasize the importance of consistent attendance.
  • Provide a Reminder of Expectations: Reiterate the company’s expectations regarding attendance and punctuality. Remind the employee of their responsibility to adhere to these standards.
  • Offer an Opportunity for Explanation: Provide an opportunity for the employee to share any valid reasons for their unauthorized absences. Encourage open communication.
  • Specify Consequences: Clearly state the potential consequences if the behavior persists. This may include further disciplinary action, up to and including termination of employment.

Tips for Writing a Warning Letter for Unauthorized Absence

Consider the following tips to ensure your letter effectively communicates the concern and the expected course of action:

  • Maintain a Balanced Tone: Keep the tone of the letter professional and constructive. Avoid using language that is overly harsh or confrontational.
  • Focus on Facts: Stick to the facts and avoid making assumptions or judgments about the employee’s reasons for absence.
  • Provide Guidance: Offer guidance on how the employee can improve their attendance and seek proper authorization for any future absences.
  • Seek HR Guidance if Necessary: If you’re unsure about any legal or procedural aspects of issuing a warning letter, consult with your HR department or legal counsel.

By following these steps and tips, you’ll be well-prepared to compose a Warning Letter for Unauthorized Absence that effectively communicates the concern and outlines the expected course of action. Your letter will serve as a formal record of the issue and the steps taken to address it.

Template: 1

Warning Letter for Not Attending Work

(Your name)

(Your address)

(Your contact information)


(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Subject: Letter of warning for not attending work

Dear (Name of the Recipient),

This letter is a warning letter to make you well aware of the fact that you did not give any valid reason about your not attending the important work (mention the date of the meeting), scheduled for you by our department of (mention the name of the department). But we waited for prior information from you regarding this matter mentioned previously.

We are very upset by your irresponsible attitude, which has presented a bad example before our other members and employees. This negligence has also harmed our department’s good name and our company (mention the name).

We always value sincere workers, therefore we are giving you this written warning to change your conduct in order to help us in the future growth of our company. We hope you will not repeat this.

If you have any queries about this letter, you can contact the authority in charge (mention the name and designation of the contact person). Hope you will realize the purpose of this letter and change your attitude.

Thank you very much.

With regards,

(Hand-written Signature)


(Notary or witness if required)

warning letter for not attending work

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Subject: Warning for Unexcused Absence

[Your Name] [Your Position] [Company Name] [Date]

[Employee’s Name] [Employee’s Position]

Dear [Employee’s Name],

I hope this message finds you well. I am writing to address a matter of concern regarding your recent absence from work on [date(s)]. As per our records, you did not report to work on the specified date(s) and did not provide any prior notice or valid reason for your absence.

It is imperative for all employees to adhere to the company’s attendance policy, which requires employees to inform their supervisor or manager in advance if they are unable to attend work due to unforeseen circumstances. Failure to do so not only disrupts the workflow of the team but also reflects negatively on your overall commitment to your responsibilities.

This incident is being documented as an unexcused absence in your employment record. Please be aware that repeated instances of unexcused absences may result in further disciplinary action, up to and including termination of employment.

I strongly urge you to take this warning seriously and ensure that you communicate any future absences promptly and with valid justification. Open and transparent communication is essential for maintaining a productive and harmonious work environment.

If you are currently facing any challenges or require assistance in managing your work schedule, please do not hesitate to discuss this with me or the HR department. We are here to support you in any way we can.

I trust that you will take immediate steps to rectify this situation and demonstrate a greater level of responsibility in the future.

Thank you for your attention to this matter.


[Your Name] [Your Position] [Company Name]

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