Free notice template · Word

Unauthorized Absence Warning

An unauthorised absence warning is sent to an employee who has stopped reporting to work without approval or information. It records the dates of absence, the attempts made to contact the employee, and directs them to report back or explain in writing within a stated time before the company acts under its standing orders.

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[Company Logo][Company Name]

NOTICE OF UNAUTHORISED ABSENCE

Ref. No.:: [Reference Number]
Date:: [Date]
Mode:: Registered Post A.D. and Email

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
Address: [Employee Address as per Records]
Email: [Employee Email]

Subject: Unauthorised Absence from Duty since [DD/MM/YYYY]

Dear [Employee Name],

Our records show that you have not reported for duty since [DD/MM/YYYY], i.e. for [Number] working days as on the date of this letter. No leave application has been received and no intimation has been given to your reporting manager or the HR department.

The company made the following attempts to contact you:

Date	Mode of Contact	Contacted by	Outcome
[DD/MM/YYYY]	[Phone / SMS / Email]	[Name]	[No response / Switched off]
[DD/MM/YYYY]	[Phone / SMS / Email]	[Name]	[No response / Switched off]
[DD/MM/YYYY]	[Phone / SMS / Email]	[Name]	[No response / Switched off]

We are concerned about your wellbeing. If you are unwell or facing an emergency, please inform us at the earliest so that we can consider appropriate leave.

Unauthorised absence is not permitted under Clause [Clause Number] of the company's [Standing Orders / HR Policy]. You are therefore directed to either report for duty to [Reporting Manager] at [Work Location], or submit a written explanation with supporting documents for your absence, within [Number] days of receipt of this notice.

If no response is received within this period, the company will be constrained to proceed further in accordance with its standing orders and applicable law, on the basis of the records available.

Yours faithfully,

For [Company Name]
[Authorised Signatory]
[Designation]

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What this template includes

Start date of absence and number of days absent
Record of contact attempts with dates and modes
Direction to report for duty or explain within [Number] days
Reference to the standing orders clause on unauthorised absence
Note that the company is concerned about the employee's wellbeing
Delivery by registered post and email to the last known address

When to use it

An employee has been absent for several consecutive days without any intimation
Phone calls and messages to the employee have gone unanswered
An employee overstayed sanctioned leave and has not returned
Your standing orders require a written notice before treating absence as misconduct

How to customise this template

1Use the permanent and current addresses from the employee's joining records
2Send by registered post with acknowledgement due and also by official email
3Insert the exact clause of your standing orders dealing with prolonged absence
4Prepare a second reminder in case there is no response by the deadline

HR tips

Check first whether the employee is hospitalised or facing an emergency
Keep proof of dispatch and delivery receipts
Avoid the word 'absconding' in the letter; describe the absence factually
Do not process exit or stop dues without following the standing orders

Treating absence as abandonment of service generally requires following the standing orders and natural justice, often including notice and an enquiry. Review this template with your legal adviser before taking final action.

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Frequently asked questions

How many days of unauthorised absence before sending a letter?+

Many companies send a letter after two to three working days without contact, but follow your standing orders, which may specify a number of days.

Can an employee be terminated for unauthorised absence?+

Prolonged unauthorised absence is commonly listed as misconduct in standing orders. Action should follow the prescribed process, giving the employee notice and an opportunity to explain.

Where should the unauthorised absence letter be sent?+

Send it to the employee's last known address on record by registered post with acknowledgement, and also by official email and SMS or messaging if used for work communication.

All 50 warning, disciplinary & misconduct →

[Company Logo][Company Name]
WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Warning for [Nature of Lapse]
Dear [Employee Name],
This letter is issued with reference to the incident that took place on [Date of Incident] at [Place of Incident]. As per the report submitted by [Reporting Manager] and the records available with the HR department, it has been observed that [Brief, factual description of what happened, including time and persons present].
The above conduct is contrary to Clause [Clause Number] of the company's [Standing Orders / Code of Conduct / HR Policy], which requires every employee to [Summary of the expected conduct].
Letter · Word
Warning Letter Format
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[Company Logo][Company Name]
FIRST WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Warning Stage:
First Written Warning
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: First Written Warning – [Nature of Issue]
Dear [Employee Name],
On [Date of Counselling], your reporting manager, [Reporting Manager], spoke to you informally about [Issue]. Despite that discussion, it has been noted that on [Date(s) of Recurrence] [factual description of what occurred, with supporting record such as attendance log, email or report].
This is not in line with Clause [Clause Number] of the company's [Standing Orders / HR Policy]. As this is the first written warning on this matter, the management wishes to help you correct it at the earliest.
Letter · Word
First Warning Letter
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[Company Logo][Company Name]
SECOND WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Previous Warning:
Ref. [First Warning Reference] dated [DD/MM/YYYY]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Second Written Warning – Repetition of [Nature of Issue]
Dear [Employee Name],
You were issued a first written warning on [DD/MM/YYYY] regarding [Issue]. In your reply dated [DD/MM/YYYY], you stated that [one-line summary of reply], and you assured the management that the matter would not recur.
However, it has been recorded that on [Date of Incident] [factual description of the repeated lapse, with reference to attendance records, emails, CCTV or the manager's report], as reported by [Reporting Manager].
Letter · Word
Second Warning Letter
Download .docx

[Company Logo][Company Name]

FINAL WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Mode of Delivery:: [By hand / Registered post / Official email]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Final Warning – [Nature of Issue]

Dear [Employee Name],

The management has, on the following occasions, brought to your notice concerns regarding [Issue] and given you the opportunity to explain and improve:

Stage	Reference No.	Date	Issue	Your Reply Received
Verbal counselling	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]
First written warning	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]
Second written warning	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]

Letter · Word

Final Warning Letter

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[Company Logo][Company Name]
WRITTEN WARNING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Written Warning – Confirmation of Meeting Held on [DD/MM/YYYY]
Dear [Employee Name],
This letter confirms the discussion held on [DD/MM/YYYY] at [Place], attended by you, [Reporting Manager] and [HR Name]. The purpose of the meeting was to discuss [Issue], which had earlier been raised with you verbally on [DD/MM/YYYY].
Concerns discussed
Letter · Word
Written Warning Letter
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Form · Word
Verbal Warning Record
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Employee Name
Employee ID
Designation
Department
Work Location
Reporting Manager

Date of Conversation (DD/MM/YYYY)
Time
Place
Conducted by (Name and Designation)
Other person present, if any

[Company Logo][Company Name]

ATTENDANCE WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Shift: [Shift Timing]

Subject: Warning Regarding Irregular Attendance and Late Reporting

Dear [Employee Name],

As per the company's attendance policy, your reporting time is [Start Time] with a grace period of [Number] minutes, and your scheduled departure time is [End Time]. A review of the attendance records for the period [DD/MM/YYYY] to [DD/MM/YYYY] shows the following:

Date	Scheduled In	Actual In	Scheduled Out	Actual Out	Approval on Record
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]

Letter · Word

Attendance Warning Letter

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[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

Unauthorized Absence Warning

Preview of the notice

Subject: Unauthorised Absence from Duty since [DD/MM/YYYY]

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Subject: Warning for [Nature of Lapse]

Warning Letter Format

Subject: First Written Warning – [Nature of Issue]

First Warning Letter

Subject: Second Written Warning – Repetition of [Nature of Issue]

Second Warning Letter

Subject: Final Warning – [Nature of Issue]

Final Warning Letter

Subject: Written Warning – Confirmation of Meeting Held on [DD/MM/YYYY]

Concerns discussed

Written Warning Letter

1. Employee Details

2. Conversation Details

3. Issue Discussed

Verbal Warning Record

Subject: Warning Regarding Irregular Attendance and Late Reporting

Attendance Warning Letter

Subject: Written Warning for Repeated Late Arrival

Late Coming Warning Letter

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]

Unauthorized Absence Warning

Preview of the notice

Subject: Unauthorised Absence from Duty since [DD/MM/YYYY]

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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