Free letter template · Word

Unauthorized Absence Letter

An unauthorized absence letter is sent by HR to an employee who has stopped reporting to work without applying for leave or informing anyone. It records the absence, asks the employee to resume duty or explain within a set time, and is sent to the address on record by trackable post and email.

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[Company Logo][Company Name]

LETTER – UNAUTHORIZED ABSENCE FROM DUTY

Ref. No.:: [Reference Number]
Date:: [Date]
Mode:: Speed Post / Registered Post and Email

To,
[Employee Name]
Employee ID: [Employee ID]
[Address on Record]

Subject: Absence from Duty without Authorisation since [DD/MM/YYYY]

Dear [Employee Name],

You have not reported for duty at [Work Location] since [DD/MM/YYYY], and no leave application or intimation has been received from you. As of today, you have been absent for [No.] days.

Your reporting manager [Reporting Manager] and HR attempted to contact you on [DD/MM/YYYY] and [DD/MM/YYYY] by phone, SMS and email, but we have not received any response.

We hope that you and your family are well. If your absence is due to illness or an emergency, please let us know, and we will consider your situation appropriately.

You are requested to either:
(a) report for duty on or before [Date], or
(b) send a written explanation for your absence, with any supporting documents, so that it reaches HR by [Date].

Please note that the period of absence will be treated as leave without pay unless regularized. If we do not hear from you by the date above, the company may take further action in accordance with its standing orders and policies, on the basis of the information available.

You may contact [HR Name] at [Phone Number] or [Email Address].

For [Company Name]
[HR Name]
[Designation]

CC: [Reporting Manager]; Personnel File

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What this template includes

Date from which absence started – the factual starting point
Record of attempts to contact – shows good faith
Clear request to report or explain – with a date
Reminder of the leave procedure – no surprise
Concern for wellbeing – the employee may be unwell
Consequence statement – action as per policy if no response
Mode of dispatch – registered post/speed post and email

When to use it

Employee has not reported for several consecutive days without intimation
Phone calls and messages to the employee are unanswered
Leave was refused but the employee stayed away
Employee did not return after approved leave ended

How to customise this template

1Enter the first day of absence and the number of days so far
2List the dates and modes of contact attempts
3Give a reasonable date to respond, as per your standing orders
4Send to both permanent and current addresses on record

HR tips

Keep postal receipts and email delivery records
Check with colleagues discreetly whether the employee is unwell or in an emergency
Do not stop or deny dues without following due process
Send a second letter if there is no response before taking further steps

This template is a starting point. Review it against applicable labour laws, state Shops & Establishments or Factories rules, your standing orders and your disciplinary and abandonment procedures, and consult a legal adviser where needed.

For HR & hiring managers

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Frequently asked questions

What is unauthorized absence?+

It is absence from duty without sanctioned leave or intimation. It is usually treated as leave without pay and, if prolonged, may lead to disciplinary action under company rules.

How many days of unauthorized absence is abandonment of job?+

There is no single number for all employers; it depends on your standing orders, policy and the facts. Always issue letters and allow the employee to respond before concluding abandonment.

How should the letter be sent?+

Send it by registered or speed post to the addresses on record and by email, and keep proof of dispatch.

All 50 attendance & time management →

[Company Logo][Company Name]
EXPLANATION LETTER – LATE ARRIVAL
Date:
[Date]
Ref.:
Reply to Memo No. [Reference Number] dated [DD/MM/YYYY]
To,
[HR Name]
Human Resources Department
[Company Name]
[Company Address]
Subject: Explanation for Late Arrival on [Dates]
Dear Sir/Madam,
This is in reply to the above memo regarding my late arrival at work. I acknowledge that I reported after the scheduled start time of [HH:MM] on the following dates: [DD/MM/YYYY – HH:MM], [DD/MM/YYYY – HH:MM] and [DD/MM/YYYY – HH:MM].
The delay was caused by [state the reason honestly, e.g. a change in residence that has increased my commute, and disruption in the local train service during this period]. [Optional: I have attached the supporting document.]
Letter · Word
Late Coming Explanation Letter
Download .docx
[Company Logo][Company Name]
WARNING LETTER – LATE ARRIVAL
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Written Warning for Repeated Late Arrival
Dear [Employee Name],
Our attendance records show that you reported to work after the scheduled start time of [HH:MM] on the dates below, during the period [DD/MM/YYYY] to [DD/MM/YYYY]:
Date Scheduled Time Actual In-Time Delay (mins)
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
Letter · Word
Late Coming Warning Letter
Download .docx
Form · Word
Absence Explanation Form
Download .docx

Date	Scheduled Time	Actual In-Time	Delay (mins)
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]

Absent From (DD/MM/YYYY)
Absent To (DD/MM/YYYY)
Total Working Days Absent
Date of Return to Work

[Company Logo][Company Name]

ATTENDANCE REGISTER

Name of Establishment:: [Company Name]
Address:: [Company Address]
Registration No.:: [Registration Number]
Month / Year:: [Month] / [Year]
Department:: [Department]

Sr. No.	Employee ID	Employee Name	Designation	Days 1–15 (codes)	Days 16–31 (codes)	Present Days	Leave Days	Absent Days	Paid Days
1	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
2	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
3	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
4	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
5	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]

Monthly Summary

Particulars	Count
Total employees on roll	[No.]
Total working days in month	[No.]
Weekly offs and holidays	[No.]
Employees with full attendance	[No.]

Certified that the above attendance has been verified against leave records and is correct to the best of our knowledge.

Attendance Register Format

Download .docx

[Company Logo][Company Name]

MONTHLY ATTENDANCE SHEET

Company:: [Company Name]
Department / Team:: [Department]
Month:: [Month Year]
Attendance Cycle:: [DD/MM/YYYY] to [DD/MM/YYYY]
Total Days in Cycle:: [No.]

Employee ID	Employee Name	Week 1	Week 2	Week 3	Week 4	Week 5	Late Marks	OT Hours (Approved)	Paid Leave	LOP Days	Paid Days	Remarks
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]

Leave Breakup

Employee Name	Casual Leave	Sick Leave	Earned Leave	Comp-Off	On Duty
[Employee Name]	[No.]	[No.]	[No.]	[No.]	[No.]
[Employee Name]	[No.]	[No.]	[No.]	[No.]	[No.]
[Employee Name]	[No.]	[No.]	[No.]	[No.]	[No.]

Notes for Payroll

Paid days = present days + paid leave + weekly offs + paid holidays.
Overtime is paid as per applicable law and company policy, only for hours approved in writing.
Any correction after submission must be raised through an attendance regularisation form.

Template · Word

Monthly Attendance Sheet

Download .docx

[Company Logo][Company Name]

EMPLOYEE ATTENDANCE SHEET

Company:: [Company Name]
Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Reporting Manager:: [Reporting Manager]
Month:: [Month Year]
Standard Shift:: [09:30] to [18:30]

Date	Day	In-Time	Out-Time	Break (mins)	Net Hours	Status (P/L/H/WO/HD)	Remarks
[DD/MM/YYYY]	[Day]	[HH:MM]	[HH:MM]	[Mins]	[Hours]	[Status]	[Remarks]
[DD/MM/YYYY]	[Day]	[HH:MM]	[HH:MM]	[Mins]	[Hours]	[Status]	[Remarks]
[DD/MM/YYYY]	[Day]	[HH:MM]	[HH:MM]	[Mins]	[Hours]	[Status]	[Remarks]
[DD/MM/YYYY]	[Day]	[HH:MM]	[HH:MM]	[Mins]	[Hours]	[Status]	[Remarks]
[DD/MM/YYYY]	[Day]	[HH:MM]	[HH:MM]	[Mins]	[Hours]	[Status]	[Remarks]

Monthly Totals

Item	Total
Days present	[No.]
Leave days (type)	[No. / Type]
Total net hours	[Hours]
Late arrivals	[No.]

I confirm that the entries above are a true record of my attendance for the month.

Employee
[Employee Name]
Date: [Date]

Verified by
[Reporting Manager]
Date: [Date]

Template · Word

Employee Attendance Sheet

Download .docx

[Company Logo][Company Name]

DAILY ATTENDANCE REGISTER

Establishment:: [Company Name]
Location / Gate:: [Work Location]
Date:: [DD/MM/YYYY]
Shift:: [General / A / B / C]
Shift Timing:: [HH:MM] to [HH:MM]

Sr. No.	Employee ID	Employee Name	Department	Time In	Signature (In)	Time Out	Signature (Out)	Remarks
1	[Employee ID]	[Employee Name]	[Department]	[HH:MM]	[Signature]	[HH:MM]	[Signature]	[Late / On Duty / Early Leave]
2	[Employee ID]	[Employee Name]	[Department]	[HH:MM]	[Signature]	[HH:MM]	[Signature]	[Late / On Duty / Early Leave]
3	[Employee ID]	[Employee Name]	[Department]	[HH:MM]	[Signature]	[HH:MM]	[Signature]	[Late / On Duty / Early Leave]
4	[Employee ID]	[Employee Name]	[Department]	[HH:MM]	[Signature]	[HH:MM]	[Signature]	[Late / On Duty / Early Leave]
5	[Employee ID]	[Employee Name]	[Department]	[HH:MM]	[Signature]	[HH:MM]	[Signature]	[Late / On Duty / Early Leave]

Day-end Summary

Total on Roll	Present	On Leave	Absent	Late Arrivals
[No.]	[No.]	[No.]	[No.]	[No.]

Instructions: Each employee must sign personally at entry and exit. Proxy signing is not permitted. Any missed entry should be reported to the supervisor the same day.

Shift Supervisor
[Supervisor Name]
Time: [HH:MM]

Received by HR
[HR Name]
Date: [Date]

Daily Attendance Register

Download .docx

[Company Logo][Company Name]

BIOMETRIC ATTENDANCE CORRECTION FORM

Company:: [Company Name]
Form No.:: [Reference Number]
Date of Request:: [Date]

Section A: Employee Details

Employee Name
Employee ID
Designation
Department
Reporting Manager
Biometric / Card ID

Section B: Correction Details

Date	Punch Type (In/Out/Both)	Time Recorded	Actual Time	Location / Gate
[DD/MM/YYYY]	[In/Out]	[HH:MM or Missing]	[HH:MM]	[Work Location]
[DD/MM/YYYY]	[In/Out]	[HH:MM or Missing]	[HH:MM]	[Work Location]
[DD/MM/YYYY]	[In/Out]	[HH:MM or Missing]	[HH:MM]	[Work Location]

Section C: Reason

Form · Word

Biometric Attendance Correction Form

Download .docx

Unauthorized Absence Letter

Preview of the letter

Subject: Absence from Duty without Authorisation since [DD/MM/YYYY]

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Subject: Explanation for Late Arrival on [Dates]

Late Coming Explanation Letter

Subject: Written Warning for Repeated Late Arrival

Late Coming Warning Letter

1. Employee Details

2. Absence Details

3. Reason for Absence

Absence Explanation Form

Monthly Summary

Attendance Register Format

Leave Breakup

Notes for Payroll

Monthly Attendance Sheet

Monthly Totals

Employee Attendance Sheet

Day-end Summary

Daily Attendance Register

Section A: Employee Details

Section B: Correction Details

Section C: Reason

Biometric Attendance Correction Form

Unauthorized Absence Letter

Preview of the letter

Subject: Absence from Duty without Authorisation since [DD/MM/YYYY]

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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