Terminating an employee due to AWOL (Absent Without Leave) requires careful consideration and adherence to company policy and relevant labor laws. A well-written termination letter is crucial for documenting the reasons for termination, protecting the employer’s interests, and ensuring a fair process. This article provides sample termination letters and guidelines for effectively addressing AWOL situations.
Before issuing a termination letter, it’s essential to verify the employee’s absence and attempt to contact them. Document all communication attempts and any responses received. Ensure that the termination aligns with your company’s attendance policy and progressive discipline procedures. Consult with legal counsel to review the termination letter and process, especially if you suspect the absence may be related to a protected leave (e.g., FMLA, ADA).
When crafting your AWOL termination letter, keep it concise, factual, and professional. Clearly state the reason for termination, the dates of unauthorized absence, and any prior warnings or attempts to contact the employee. Include information about final pay, benefits continuation (e.g., COBRA), and return of company property. Avoid accusatory language or personal opinions.
Below are sample termination letters. Remember to tailor these to your specific situation and company policy. It’s always best to consult with an HR professional or legal counsel before issuing a termination letter.
Sample AWOL Termination Letters
Contents
- 1 Sample AWOL Termination Letters
- 1.1 Sample Letter 1: Standard AWOL Termination
- 1.2 Sample Letter 2: AWOL Termination After Prior Warning
- 1.3 Sample Letter 3: AWOL Termination – No Call, No Show
- 1.4 Sample Letter 4: AWOL Termination – Violation of Attendance Policy
- 1.5 Sample Letter 5: AWOL Termination – Repeated Absences
- 1.6 Sample Letter 6: AWOL Termination – Following Investigation
- 1.7 Sample Letter 7: AWOL Termination – Clear Policy Violation
- 1.8 Sample Letter 8: AWOL Termination – Last Chance Agreement Violated
- 1.9 Sample Letter 9: AWOL Termination – Abandonment of Position
- 1.10 Sample Letter 10: AWOL Termination – Probationary Period
- 1.11 Sample Letter 11: AWOL Termination – Short Absence, Clear Policy
- 1.12 Sample Letter 12: AWOL Termination – No Response After Suspension
- 1.13 Sample Letter 13: AWOL Termination – Safety Sensitive Position
- 1.14 Sample Letter 14: AWOL Termination – Prior Performance Issues
- 1.15 Sample Letter 15: AWOL Termination – After Repeated Warnings and Counseling
- 1.16 Sample Letter 16: AWOL Termination – Seasonal Employee
- 1.17 Sample Letter 17: AWOL Termination – After Leave Request Denial
- 1.18 Sample Letter 18: AWOL Termination – During Company Restructuring
- 2 Conclusion
Sample Letter 1: Standard AWOL Termination
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date].
This decision is based on your unauthorized absence from work without notification or approval from [Start Date] to [End Date]. This constitutes a violation of company policy regarding attendance, as outlined in the employee handbook.
We have made several attempts to contact you via [Phone/Email] on [Dates], but have not received a response.
Your final paycheck, including any accrued vacation time, will be mailed to your address on file on [Date]. Information regarding COBRA and other benefits will be included.
Please return all company property, including your [Laptop, Phone, Badge], to [Designated Person/Department] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 2: AWOL Termination After Prior Warning
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date].
This decision is based on your unauthorized absence from work without notification or approval from [Start Date] to [End Date]. You were previously warned about attendance issues on [Date of Warning] in a written warning. This constitutes a further violation of company policy regarding attendance, as outlined in the employee handbook.
We have made several attempts to contact you via [Phone/Email] on [Dates], but have not received a response.
Your final paycheck, including any accrued vacation time, will be mailed to your address on file on [Date]. Information regarding COBRA and other benefits will be included.
Please return all company property, including your [Laptop, Phone, Badge], to [Designated Person/Department] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 3: AWOL Termination – No Call, No Show
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date].
You failed to report to work and were absent without leave (“AWOL”) from [Start Date] to [End Date]. You also failed to notify the company of your absence as required by company policy.
Several attempts were made to contact you by phone and email to determine the reason for your absence, however, we did not receive a response.
Your final paycheck, including any accrued vacation time, will be mailed to your address on file on [Date]. Please find enclosed information regarding COBRA and other benefits.
We request that you return all company property in your possession, including any [company laptop, phone, ID badge] to [HR Department/Designated Person] no later than [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 4: AWOL Termination – Violation of Attendance Policy
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Date].
Your termination is the result of your continued absence from work without authorization from [Start Date] to [End Date], a clear violation of our company’s attendance policy. Your attendance record has been previously discussed with you on [Date(s)] and [was/were] formally documented in a written warning issued on [Date(s) if applicable].
We attempted to reach out to you by [phone/email] to discuss your absence but did not receive a response.
Please be advised that your final paycheck, inclusive of any earned but unused vacation time, will be mailed to your address of record by [Date]. You will also receive information regarding COBRA and the continuation of other benefits.
We request you return all company property to [HR Department/Designated Person] by [Date]. This includes your [Company laptop, phone, ID badge].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 5: AWOL Termination – Repeated Absences
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter serves as notification that your employment with [Company Name] is terminated, effective [Date].
This decision stems from your unauthorized absence from work between [Start Date] and [End Date]. This absence follows a pattern of unapproved absences, as documented in previous discussions with you on [Date(s)].
Despite our efforts to contact you via [phone/email] during this period, we did not receive any communication.
Your final paycheck, including any accrued vacation pay, will be mailed to your address of record by [Date]. Information regarding COBRA and other benefits will be enclosed.
Please return all company-issued property, including your [Laptop, Phone, Badge], to [Department/Contact Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 6: AWOL Termination – Following Investigation
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date].
This decision is based on your unauthorized absence from work without notification or approval from [Start Date] to [End Date], and the findings of the subsequent investigation into your absence. This constitutes a violation of company policy regarding attendance, as outlined in the employee handbook.
Your final paycheck, including any accrued vacation time, will be mailed to your address on file on [Date]. Information regarding COBRA and other benefits will be included.
Please return all company property, including your [Laptop, Phone, Badge], to [Designated Person/Department] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 7: AWOL Termination – Clear Policy Violation
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Date].
This decision results from your failure to report to work or notify the company of your absence from [Start Date] to [End Date]. This is a direct violation of the company’s clear attendance policy, which requires employees to notify their supervisor of any absence in a timely manner.
We attempted to contact you on [Date(s)] via [phone/email], but were unable to reach you.
Your final paycheck, including accrued vacation time if applicable, will be sent to your address on record by [Date]. Enclosed you will find information regarding COBRA and other benefits.
Please return all company property, including your [Laptop, Phone, Badge] to [Department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 8: AWOL Termination – Last Chance Agreement Violated
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date].
This action is due to your unauthorized absence from work between [Start Date] and [End Date]. This is a direct violation of the Last Chance Agreement you signed on [Date of Agreement], which specifically addressed attendance requirements.
Attempts were made to contact you via [phone/email] during your absence, but we did not receive a response.
Your final paycheck, inclusive of any unused vacation time, will be mailed to your address on file by [Date]. Information concerning COBRA and other benefits will be included.
Please return all company property, including your [Laptop, Phone, Badge], to [HR Department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 9: AWOL Termination – Abandonment of Position
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Date].
Your termination is due to your extended absence from work without any notification or communication to the company. You have been absent from [Start Date] to [End Date]. This is considered abandonment of your position.
We attempted to contact you on [Date(s)] via [phone/email] without success.
Your final paycheck, including any accrued vacation time, will be mailed to your address on file by [Date]. Information about COBRA and other benefits will be included.
Please return all company property, including your [Laptop, Phone, Badge], to [HR Department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 10: AWOL Termination – Probationary Period
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter informs you that your employment with [Company Name] is terminated, effective [Date].
This decision is based on your unapproved absence from work between [Start Date] and [End Date]. As you are within your probationary period, this is grounds for immediate termination as per the terms of your employment agreement.
We have made attempts to contact you by [Phone/Email] without response.
Your final paycheck will be mailed to your address on file by [Date].
Please return any company property to [Department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 11: AWOL Termination – Short Absence, Clear Policy
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms that your employment with [Company Name] is terminated, effective [Date].
Your absence from work without notification from [Start Date] to [End Date], despite the short duration, is a violation of our company’s strict attendance policy. The policy, as outlined in the employee handbook, requires all absences to be reported in advance or as soon as reasonably possible.
We attempted to reach you by [Phone/Email] to understand the reason for your absence, but we received no response.
Your final paycheck, including any earned vacation time, will be mailed to your address on file by [Date]. Information regarding COBRA and other benefits will also be provided.
Please return all company property, including your [Laptop, Phone, Badge], to [Department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 12: AWOL Termination – No Response After Suspension
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter serves as notification that your employment with [Company Name] is terminated, effective [Date].
You were placed on suspension on [Date of Suspension] due to your unauthorized absence from work. Despite the suspension and our attempts to contact you, you have failed to respond or provide an explanation for your absence. Your continued absence without communication from [Start Date] to [End Date] has led to this termination.
Your final paycheck, inclusive of any accrued vacation time, will be mailed to your address on file by [Date]. Information on COBRA and other benefits will be included.
Please return all company property, including [laptop, phone, ID badge], to [HR department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 13: AWOL Termination – Safety Sensitive Position
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name], effective [Date].
Due to the safety-sensitive nature of your role, your unapproved absence from work between [Start Date] and [End Date] constitutes a serious breach of company policy. This absence created a significant safety risk. Because the requirements of your position require constant and immediate safety, this is considered a dereliction of duty.
We made several attempts to contact you regarding your absence without any response.
Your final paycheck will be mailed to your address on file on or before [Date], including all accrued vacation time, if any. We have also included information regarding COBRA and any other applicable benefits.
We require you return all company property in your possession, including your [Laptop, Phone, Badge], to [Department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 14: AWOL Termination – Prior Performance Issues
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective [Date].
This decision is based on your unauthorized absence from work from [Start Date] to [End Date]. This absence is considered in conjunction with your previously documented performance issues.
We attempted to contact you via [Phone/Email] during your absence but received no response.
Your final paycheck, including accrued vacation time, will be mailed to your address on file by [Date]. Information on COBRA and other benefits will be included.
Please return all company property, including [Laptop, Phone, Badge], to [Department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 15: AWOL Termination – After Repeated Warnings and Counseling
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
This letter serves to inform you that your employment with [Company Name] is hereby terminated, effective [Date].
This decision comes as a result of your unauthorized absence from work spanning from [Start Date] to [End Date], an incident which violates our established attendance policy. Notably, this follows a documented history of attendance issues, the details of which have been discussed during prior counseling sessions and formal written warnings issued on [Date(s)].
Despite our attempts to connect via phone and email to discuss your absence, we have not received any response from you.
Your final paycheck, which includes compensation for any accrued vacation time, will be sent to your official address by [Date]. Accompanying it will be details regarding COBRA benefits and other pertinent information.
Please ensure the prompt return of all company-owned property, including your [Laptop, Phone, Badge], to the [Department/Designated Person] by no later than [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 16: AWOL Termination – Seasonal Employee
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] is terminated, effective [Date].
As a seasonal employee, your continued employment was contingent upon adhering to the attendance policies outlined during your onboarding. Your unauthorized absence from work between [Start Date] and [End Date] is a breach of these expectations.
Despite our attempts to contact you via [Phone/Email], we have not received a reply.
Your final paycheck, encompassing all earned vacation time, will be mailed to your registered address on [Date]. Information about COBRA will be included, where applicable.
We request the immediate return of all company property, including your [Laptop, Phone, Badge], to the [Department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 17: AWOL Termination – After Leave Request Denial
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
We are writing to inform you that your employment with [Company Name] is terminated, effective [Date].
This decision is based on your unauthorized absence from work between [Start Date] and [End Date]. You will recall that your request for leave during this period was previously denied, and you were instructed to report to work as scheduled.
In spite of our attempts to reach you via [Phone/Email], we did not receive a response regarding your absence.
Your final paycheck, which will include payment for any unused vacation time, will be mailed to your official address by [Date]. Information regarding COBRA and other benefits will be enclosed as well.
We would appreciate the return of all company property, including your [Laptop, Phone, Badge], to the [Department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Letter 18: AWOL Termination – During Company Restructuring
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
We are writing to notify you that your employment with [Company Name] has been terminated, effective [Date].
While we recognize that the company is undergoing restructuring, your unauthorized absence from work from [Start Date] to [End Date] is in clear violation of our attendance policy. Your failure to communicate your absence is particularly concerning during this period of organizational change.
Attempts to reach you by [Phone/Email] were unsuccessful.
Your final paycheck, inclusive of all accrued vacation time, will be sent to your address of record by [Date]. Information on continuation of benefits under COBRA and other relevant details will be enclosed.
Please ensure that all company-owned property, including your [Laptop, Phone, Badge], is returned to the [Department/Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Conclusion
These sample termination letters provide a starting point for addressing AWOL situations. It is **imperative** that you tailor each letter to the specific circumstances, company policy, and local labor laws. **Always consult with legal counsel and HR professionals before issuing a termination letter** to ensure compliance and minimize the risk of legal challenges. Document everything meticulously throughout the process. The goal is to be fair, consistent, and legally sound in all termination decisions.
