Sample Written Warning Letter Warning for Absenteeism
March 3, 2011
Dear Mr. Alan Crow:
This written warning is being presented to your for not complying with our Company Attendance Policy.
To be specific, you had unscheduled absences on December 24, 2010, January 16, 2011, February 23, 2011, and most recently March 1, 2011. Although you did contact your supervisor prior to your shift beginning these absent periods were not scheduled prior to the day of being absent. According to our Attendance Policy outlined in our Employee Policy Manual any employee experiencing more than three unscheduled absent periods within a twelve month period will be subject to review and possible disciplinary action.
After meeting and speaking with you about these absent periods you expressed no underlying reasons for them except that you were not feeling well on those days. Understand that the Company is not questioning your temporary illness, only the number of unscheduled absences.
Mr. Crow, it is extremely important to your success that you report to work as scheduled. In the event you need time off for personal reasons it is important that you request it and receive permission a minimum of two weeks in advance. In addition, simply calling and leaving a message for your supervisor that you will not be at work as scheduled will not act as authorization to be absent.
Going forward if you do not comply with our Attendance Policy or any other work rule or policy you may be subject to additional discipline, up to possible dismissal.
In the event you have any underlying issues that may qualify you for a Company or Federal Program, such as, the Family Medical Leave Act, it is important that you request this benefit as much in advance as possible. These types of benefits require certain types of documents to be completed by medical professionals.
John A. Smith
The above information was discussed with me in detail.
When an associate is planning to be absent from any portion of a scheduled work day other than for previously scheduled vacation, that associate must notify their Supervisor no less than three (3) days prior to the absence. We also understand that there are unexpected circumstances (emergencies such as a death in the family) that may prohibit your ability to meet this requirement and in those cases it is critical that you present your request at the very earliest opportunity.
When an associate is unexpectedly unable to report to work, or is going to be late, that associate must contact their supervisor no later than two hours prior to the time that the associate is scheduled to be at work.
Failure to notify your supervisor of such absence may result in disciplinary action.
When an associate experiences unscheduled absences on consecutive days, that associate must contact their supervisor each day. Failure to notify your supervisor may result in disciplinary action. Failure to notify your supervisor for three (3) consecutive workdays will be considered your voluntary resignation. Written medical verification authorizing you to return to work will be required of any associate that exceeds an unscheduled absence for two (2) consecutive workdays.
Tardiness will not be tolerated. There is no grace period. Excessive tardiness may result in disciplinary action being taken. An associate will not be paid for the time he or she is tardy to work.
Absences for a death in the associate's immediate family (spouse, child, parent or grandparent), illness with a doctor's excuse or verifiable auto accident may be deemed "excused" absences by the Company for which no disciplinary action will be taken.
When writing a warning letter it is critical that you are very thorough when doing your fact finding.
Two key points is that we are talking about effecting an employee and possibly their family. We must also make sure that we protect the company.
Issuing a written warning letter that can not show sufficient facts as to why it was issued could cause problems if the employee challenges it in a court of law.
It may be wise to confer with another management official about the facts prior to issuing your warning letter.
In the end you will be very happy that you make sure.
But again more importantly than ever is these are real people with real emotion. A warning letter is for the purpose of correcting behavior and not punishment.
Thank you and May God Bless You!