Navigating employee absenteeism, especially when it involves a “no call, no show,” can be challenging. A well-crafted termination letter is crucial for documenting the reasons for dismissal and ensuring legal compliance. These letters should clearly outline the company’s attendance policy, the employee’s violation, and the resulting consequences. Using sample letters can help streamline this process and ensure all necessary information is included.
When an employee fails to report to work and doesn’t provide any notification, it’s considered a serious breach of employment terms. Consistent “no call, no show” incidents, even with prior warnings, often warrant termination. It’s vital to maintain accurate records of absences, warnings, and any attempts to contact the employee. This documentation will be essential if the termination is challenged.
Below are five sample termination letters addressing “no call, no show” situations. These examples are templates and should be adapted to fit the specific circumstances of each case and comply with local labor laws. Remember to consult with legal counsel before issuing a termination letter to ensure compliance.
Before sending any termination letters, make sure the company has already follow up with any previous warning or probation before, also attempt to contact the employee to understand the reasons of the absences. All documentations need to be prepared before making a decision.
Sample Termination Letters: No Call No Show
Sample Termination Letter 1: Standard No Call No Show
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment – No Call, No Show
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately, due to your unexcused absence from work on [Date(s)]. You failed to report to work and did not provide any notification or explanation for your absence, which constitutes a violation of the company’s attendance policy outlined in [Employee Handbook Section or Policy Document].
We attempted to contact you on [Date(s) and Time(s)] to inquire about your absence, but we were unable to reach you. As this is a [First/Second/Third] instance of unexcused absence, and given the severity of the breach of company policy, we have made the decision to terminate your employment.
Your final paycheck, including any accrued vacation time, will be mailed to your address on file on [Date]. Information regarding your eligibility for COBRA and any other benefits will be included with your final paycheck.
Please return all company property, including your [Company ID, laptop, phone, etc.], to [Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Termination Letter 2: No Call No Show – Following Previous Warning
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment – Violation of Attendance Policy
Dear [Employee Name],
This letter serves as notification that your employment with [Company Name] is terminated, effective immediately. This decision is based on your failure to report to work on [Date(s)] without notification or explanation, a direct violation of the company’s attendance policy.
As you know, you received a written warning on [Date] regarding excessive absenteeism [or previous no-call-no-show incidents]. Despite this warning, you have again failed to report to work without notifying the company. This repeated violation of company policy constitutes grounds for termination.
Your final paycheck, including any accrued vacation time, will be mailed to your address on file on [Date]. Information regarding your eligibility for COBRA and any other benefits will be included with your final paycheck.
Please return all company property, including your [Company ID, laptop, phone, etc.], to [Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Termination Letter 3: No Call No Show – During Probation Period
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment – Failure to Meet Expectations During Probation
Dear [Employee Name],
We are writing to inform you that your employment with [Company Name] is terminated, effective immediately. This decision is a result of your failure to meet the expectations of your probationary period, specifically regarding attendance and adherence to company policy.
On [Date(s)], you were absent from work without providing any prior notification or explanation. This “no call, no show” incident is a serious violation of the company’s attendance policy, as outlined in [Employee Handbook Section or Policy Document].
Given that you are still within your probationary period, and this absence demonstrates a lack of commitment to the company’s policies and procedures, we have made the decision to terminate your employment.
Your final paycheck, including any accrued vacation time (if applicable), will be mailed to your address on file on [Date]. Information regarding your eligibility for COBRA and any other benefits will be included with your final paycheck.
Please return all company property, including your [Company ID, laptop, phone, etc.], to [Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Termination Letter 4: Multiple No Call No Shows
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment Due to Repeated Absences Without Notification
Dear [Employee Name],
This letter is to inform you that your employment with [Company Name] is terminated, effective immediately. This decision is based on your repeated violations of our attendance policy, specifically your instances of being absent from work without providing any notification (“no call, no show”).
On the following dates: [List Dates of No Call No Shows], you were absent without any communication to the company. Despite previous discussions and warnings regarding your attendance, these occurrences have continued.
This pattern of behavior demonstrates a disregard for company policy and has a detrimental impact on our operations. Therefore, we have no choice but to terminate your employment.
Your final paycheck, including any accrued vacation time, will be mailed to your address on file on [Date]. Information regarding your eligibility for COBRA and any other benefits will be included with your final paycheck.
Please return all company property, including your [Company ID, laptop, phone, etc.], to [Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Sample Termination Letter 5: No Call No Show with 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 immediately. This decision is based on a combination of factors, including your recent unexcused absence and pre-existing performance concerns.
Specifically, on [Date(s)], you were absent from work without notifying your supervisor or providing a valid explanation. This “no call, no show” incident, combined with the performance issues previously discussed on [Date(s)] and documented in [Document Name], has led us to conclude that your employment with [Company Name] is no longer viable.
Your final paycheck, including any accrued vacation time, will be mailed to your address on file on [Date]. Information regarding your eligibility for COBRA and any other benefits will be included with your final paycheck.
Please return all company property, including your [Company ID, laptop, phone, etc.], to [Designated Person] by [Date].
Sincerely,
[Your Name]
[Your Title]
Terminating an employee for a “no call, no show” requires careful consideration and adherence to company policy and legal requirements. These sample letters provide a starting point for drafting a termination notice, but it is crucial to tailor them to the specific situation and consult with legal counsel to ensure compliance and minimize the risk of legal challenges. Clear documentation of absences, warnings, and communication attempts is paramount throughout the process. Every state law is different, and professional legal council should be consulted.
