Warning Letter to Employee for Absence Without Leave

When employees skip work without notice, it puts pressure on everyone else and affects the company's day-to-day operations. To take action on this, A clear warning letter helps set boundaries, correct attendance issues, and protect the company from potential disputes.

When to Issue a Warning Letter for Absence

Employers should issue a warning letter for absence when an employee fails to attend work without prior approval or a valid reason.

Unapproved absences can disrupt productivity, cause scheduling issues, and affect team morale, especially when reminders or verbal warnings have already been given.

You may issue a warning letter if:

The employee did not apply for leave or failed to notify management.
There is a repeated pattern of absenteeism despite prior verbal reminders.
You have verified attendance records and confirmed that no valid reason (such as medical emergency or family matter) was provided.
The employee was given an opportunity to explain, but failed to justify their absence satisfactorily.

Always review your company’s attendance or leave policy and ensure all absence records are properly documented before issuing a formal letter.

Key Elements to Include in the Warning Letter

A well-structured warning letter should be professional, factual, and specific. Here are the essential components every HR manager should include:

Company letterhead, date, and reference number
“Private & Confidential” label for confidentiality
Employee details (full name, job title, department, and employee ID)
Subject line, e.g. “First Formal Warning – Absence Without Notification”
Incident description. Specify absence dates, duration, and whether prior notice or approval was obtained
Policy reference. Cite relevant clauses from your employee handbook or employment contract
Impact statement. Briefly mention how the absence affected workflow, client service, or team performance
Corrective action required. State what the employee should do going forward, e.g. submit a written explanation or comply with leave protocol
Consequences. Clearly mention possible disciplinary action if the issue repeats (e.g. second warning, suspension, or termination)
Signature and acknowledgement. Include both issuer’s signature and employee’s acknowledgment section for receipt

The letter should remain professional and objective. Avoid emotional or intimidating language that could be considered unfair or hostile.

Templates & Sample Warning Letter Content

Below are ready-to-use warning letter templates for different stages of absence-related misconduct.

Template 1: First Warning Letter for Absence Without Leave

First Formal Warning: Absence Without Notification

Dear [Employee’s Name],

This letter serves as an official warning regarding your absence from work on [dates] without prior approval or notification.

Your absence has disrupted workflow and affected your department’s productivity.

As per our company’s attendance and leave policy, employees must inform their immediate supervisor in advance or provide a valid justification for any emergency absence.

You are required to provide a written explanation within [3-5 working days] from the date of this letter. Failure to respond or continued absenteeism may result in further disciplinary action, including suspension or termination.

We value your contribution and hope you will take corrective action immediately.

Sincerely,
[Name]
[Position]
[Company Name]

Template 2: Second Warning Letter (Repeated Absence Pattern)

Second Warning: Continued Absence Without Leave

Dear [Employee’s Name],

Despite a prior warning dated [insert date], we have observed continued unapproved absences on [specific dates]. Such behavior violates company policy and disrupts overall team operations.

Please note that this is your second formal warning. Continued failure to follow attendance procedures will lead to more serious disciplinary action, up to and including termination of employment.

You are expected to demonstrate immediate and consistent attendance improvement.

Sincerely,
[Name]
[Position]
[Company Name]

Template 3: Final Warning Letter Prior to Termination

Final Warning: Repeated Absence Without Leave

Dear [Employee’s Name],

We regret to note that despite previous warnings dated [insert dates], your pattern of unapproved absences has continued.

This conduct is considered serious misconduct under company policy and may lead to termination under Section 14 of the Employment Act 1955 if not corrected immediately.

This letter serves as your final warning. Any further instance of absence without proper approval will result in the termination of your employment.

Please acknowledge receipt of this letter by signing below.

Sincerely,
[Name]
[Position]
[Company Name]

Legal & Malaysian Context Considerations

Under the Employment Act 1955, there is no fixed rule requiring a specific number of warning letters before dismissal. However, employers must follow due process to avoid claims of unfair dismissal at the Industrial Court.

Best Practices for HR:

Maintain complete attendance and disciplinary records.
Provide employees with a chance to explain or appeal.
Document all verbal and written communications related to absenteeism.
Use consistent tone and structure across all warning letters.

Prolonged or repeated absence without valid reason may constitute misconduct under Malaysian law and justify termination, but only after fair documentation and process.

FAQs

Does issuing a warning letter guarantee termination if behaviour continues?

No. The letter serves as formal documentation. Termination is only justified if misconduct continues after fair warnings and review.

Can I issue a warning letter for an employee who forgot to apply leave once?

You may issue a verbal or written reminder first. A formal warning is only appropriate if the issue becomes habitual or causes operational disruption.

Should I require the employee to sign the warning letter?

Yes, for acknowledgment of receipt and not as agreement. HR should keep a copy in the employee’s file.

What’s the difference between a warning letter and suspension for absenteeism?

A warning letter is corrective; suspension is punitive. Suspension usually applies after repeated offences or serious misconduct.

How long should the warning stay on record?

Typically, 6-12 months. After that period, if attendance improves, the record may be considered closed.

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