An unauthorised absence letter documents the employer’s concern when an employee fails to attend work without permission or notification. Unlike sickness absence — which is managed through the absence management process — unauthorised absence is a conduct issue and should be handled through the disciplinary procedure. UK employers must follow the ACAS Code of Practice, which requires investigation, a fair hearing, and the right of appeal at every stage.
Key Takeaways
- Unauthorised absence is a conduct issue, not a capability issue — use the disciplinary procedure, not absence management.
- The first step is to establish the facts — the employee may have a legitimate reason you are not aware of.
- Each letter should specify the alleged breach, the meeting purpose, the right to be accompanied, and the potential consequences.
- Summary dismissal for gross misconduct (e.g. deliberate no-call-no-show over multiple days) is possible, but must be handled carefully.
- Consider whether the absence is genuinely unauthorised or whether there are underlying issues (health, personal, or workplace) that need support.
Template 1: Return-to-Work Enquiry After Unauthorised Absence
Before jumping to formal proceedings, ask the employee what happened. There may be a reasonable explanation.
Subject: Return to Work — [Employee Name]
Dear [Employee Name],
You were absent from work on [Date(s)] without notifying [Manager Name] or obtaining prior approval for your absence. I have not received any correspondence from you explaining this absence.
Please come and see me at [Time] on [Date] to discuss this. If there is a reason for your absence that I am not aware of, I would like to hear it.
If you are unwell and unable to attend, please follow our sickness notification procedure by calling [Phone Number] or emailing [Email Address].
I look forward to hearing from you.
Best regards,
[Your Name]The opening enquiry should be neutral in tone. Many unauthorised absences turn out to be genuine emergencies where the employee couldn’t call in — approach the conversation with curiosity, not accusation.
Template 2: Invitation to Disciplinary Investigation Meeting
If initial enquiries don’t resolve the matter, invite the employee to an investigation meeting.
Subject: Invitation to Investigation Meeting — Unauthorised Absence
Dear [Employee Name],
I am writing to invite you to an investigation meeting regarding your absence from work on [Date(s)] without authorisation.
[Optional: "You did not attend work and did not notify anyone of your absence despite our policy requiring you to do so." / "You failed to return from leave on [Return Date] as agreed, and have not provided a reason for your extended absence."]
The purpose of this meeting is to investigate the facts and give you the opportunity to explain your absence before any decision is made about whether formal disciplinary action is needed.
The meeting will be held on [Date] at [Time] in [Location]. You have the right to be accompanied by a work colleague or trade union representative.
You are entitled to see any evidence that will be considered. Please let me know if you require any reasonable adjustments.
Yours sincerely,
[Your Name]This meeting investigates — it does not determine guilt. Keep an open mind and document the employee’s response.
Template 3: Letter Confirming Outcome of Investigation
After the investigation, confirm the outcome and next steps in writing.
Subject: Outcome of Investigation Meeting — [Date]
Dear [Employee Name],
Thank you for attending the investigation meeting on [Date].
After reviewing the information available, I have decided that:
[Choose one:]
- This matter will proceed to a disciplinary hearing on [Date/Time]. You will receive a separate letter with full details.
- No further action will be taken at this stage. I have noted your explanation of [brief reason] and ask that you follow the absence notification procedure in future.
- This matter will be dealt with informally [e.g. a verbal discussion about expectations]. No formal action will be recorded on your file.
[If no further action:] Thank you for your cooperation and for providing your explanation.
Yours sincerely,
[Your Name]If the matter proceeds to a disciplinary hearing, the employee must receive full details of the allegations and all evidence in advance.
Template 4: Outcome — Written Warning for Unauthorised Absence
Used when the investigation concludes that a formal warning is appropriate.
Subject: Disciplinary Outcome — Written Warning — Unauthorised Absence
Dear [Employee Name],
Following the disciplinary hearing on [Date], I am writing to confirm the outcome.
**Finding:**
The panel found that on [Date(s)], you were absent from work without authorisation and without following the notification procedure in our employment policies. Your explanation was considered but did not provide a reasonable justification for the absence or the failure to notify.
**Outcome:**
You are issued with a [Stage 1 written / final written] warning.
**Required improvement:**
You must attend work as scheduled and follow the absence notification procedure at all times.
**Review period and duration:**
This warning will remain active for [period]. Your attendance will be reviewed on [Review Date]. Further unauthorised absence within this period may result in [further disciplinary action up to and including dismissal].
**Right of appeal:**
If you wish to appeal this decision, please write to [Appeal Contact] within five working days, stating your grounds for appeal.
Yours sincerely,
[Your Name]Template 5: Dismissal for Unauthorised Absence (Gross Misconduct)
Prolonged or deliberate unauthorised absence — particularly when the employee cannot be contacted — may constitute gross misconduct.
Subject: Disciplinary Outcome — Summary Dismissal — Gross Misconduct
Dear [Employee Name],
Following the disciplinary hearing on [Date], I am writing to confirm the outcome.
**Finding:**
The panel found that you were absent from work without authorisation from [Start Date] to [End Date] and failed to respond to multiple attempts to contact you [by phone / email / letter on dates]. This was determined to be a breach of [Policy Name] and amounts to gross misconduct.
**Outcome:**
Your employment is terminated with immediate effect. Your final date of employment is [Date].
**Notice and payment:**
As this is a summary dismissal for gross misconduct, you will not receive notice pay. You will receive payment for any accrued but untaken annual leave and outstanding wages up to [Date].
**Right of appeal:**
If you wish to appeal this decision, please write to [Appeal Contact] within five working days of receiving this letter, stating your grounds for appeal. Your appeal will be heard by a manager who has not been involved in this process.
Yours sincerely,
[Your Name]Summary dismissal for gross misconduct should only be used when the employer is confident that the unauthorised absence was deliberate and there is no reasonable explanation. The employer bears the burden of proof at an Employment Tribunal.
Template 6: No-Call-No-Show Follow-Up Letter
When an employee has simply stopped attending work without any communication.
Subject: Urgent — No Call, No Show — [Employee Name]
Dear [Employee Name],
You were scheduled to work on [Date(s)] but did not attend and did not contact us to explain your absence. We have attempted to reach you by [phone / email] without success.
Please contact [Manager Name] on [Phone Number] or at [Email Address] immediately to explain your absence.
**If we do not hear from you within [X] working days, we will assume you have abandoned your employment and will commence the [job abandonment](/blog/job-abandonment-letter/) process.**
We hope you are safe and well. Please get in touch as soon as possible.
Yours sincerely,
[Your Name]This letter should be sent by both email and recorded delivery to ensure it has been received. UK employment law requires the employer to make reasonable efforts to contact the employee before treating their absence as a resignation.
Legal Context
For UK employers, unauthorised absence is a conduct issue and should be managed through the disciplinary procedure rather than the absence management (capability) procedure. The ACAS Code of Practice on Disciplinary and Grievance Procedures applies in full — failure to follow it can result in an uplift of up to 25% on any Employment Tribunal award.
Key points:
- Investigate before deciding
- Notify the employee of the allegations in writing
- Give the opportunity to respond with representation
- Consider whether the absence has an underlying cause (health, disability, workplace issue)
- Document every step
For more on managing absence generally, see our absence management guide.
FAQ
How many days of unauthorised absence is grounds for dismissal?
There is no fixed number. Any unauthorised absence is potentially a disciplinary matter. Persistent short absences or a single prolonged absence (3+ days without contact) are both likely to result in serious disciplinary action. The key question is whether the employee had a reasonable explanation.
Can I deduct pay for unauthorised absence?
Yes. UK employers are not required to pay for periods of unauthorised absence. Check the employment contract — most contracts include a clause permitting deduction of pay for unauthorised absence.
What if the employee claims they were sick but didn’t notify anyone?
The sickness notification procedure still applies. If the policy requires notification before the start time, failing to notify is a breach of procedure even if the employee was genuinely ill. However, a genuine health emergency (e.g. hospitalisation) may be a mitigating factor.
Do I need to pay notice on dismissal for unauthorised absence?
If dismissed for gross misconduct (summary dismissal), no notice pay is required. However, the employer must be confident that the conduct meets the threshold of gross misconduct as defined in the employment contract and disciplinary policy.
How long should I wait before considering job abandonment?
Three to five working days of no-contact absence is a common threshold. You should attempt contact through multiple channels (phone, email, letter) before concluding abandonment. See also our job abandonment letter template.