Warning Letter for Absence from Work without Permission

An employee can be absent from work or take leave from office only after seeking prior permission of his superior. Or in case there is any emergency, where he could not take prior permission, he should apply for leave after being absent from work.

If an employee has neither sought prior permission for leave nor has intimated genuine reasons of his absence from work, then it may lead to absconding from work. In which case, the employer can give a warning to the employee for such a violation of duty and expect reporting back to duty by certain date.

If the employee does not report back by that date, then the employment may be terminated at the discretion of the employer and further they may take legal action against you if they suffer any loss because of your absence or if you do not return the company properties remaining in your custody.

Format of such warning letter to employee for absenteeism from work is given hereunder for your reference.—

SAMPLE #1

(warning letter to employee for absence without permission)

Ref: ...............
Date: ..............

To
(Name of the Employee)
(Designation)
(Department)
(Employee Code)

Sub.: Absenteeism from work - Violation of Company Policy

Dear Mr. / Ms. (First Name of the Employee),

We regret to note that you were absent from work from (Date) to (Date) without taking any prior permission neither have you informed the causes of your absence during the leave. We understand that you have joined back to the office today.

Our company does not appreciate such unprofessional conduct from its employees. All employees are required to follow the working hours guidelines and leave application procedure before going on any leave.

You are hereby strongly advised not to repeat such incidents in the future. As this is your first mistake, we are not taking any severe disciplinary action against you and not deducting any amount your salary. In case of repetition of such incidents, the company will be forced to terminate your employment.

This letter will be placed on your personnel employment file. Please acknowledge receipt of this letter by signing one copy of this letter as enclosed herewith.

For (Name of the Company),

  (signature)

(Name of the Superior Officer)
(Designation)

SAMPLE #2

(warning letter to employee for absconding from work/duty)

Ref: ...............

Date: ..............

To

(Name of the Employee)

(Designation)

(Department)

(Employee Code)

Sub.: Absconding from duty - Violation of employment contract

Dear Mr. / Ms. (First Name of the Employee),

It has come to our attention that you have been absent from work since (Date) without applying for leave to your superior. Such absenteeism for a long period is considered as "absconding from work", which is a very serious misconduct on the part of an employee as you may be well aware.

You are hereby given ...days time to report back to duty by ...p.m. on (Date). Failing which, your employment with the company will stand terminated. Further, a penalization of ...days salary will be deducted from your balance payment due from the company.

We understand you have some of the important documents and company properties with you. Do hand it over to your superior in case of termination from employment after the due date for reporting time given to you as mentioned above.

After termination from employment, you will be relieved from duties only after complete handover of work to your superior.

You are advised not to repeat such incidents in the future. This letter will be placed on your personnel employment file. Please acknowledge receipt of this letter by signing one copy of this letter as enclosed herewith.

For (Name of the Company),

   (signature)

(Name of the Officer)

(Designation)