Preview Staff Attendance Warning Letter

SAMPLE–WrittenWarningforAttendance

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[Date]

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[Name]

[Address]

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Via[HandDeliveryORCertifiedMailNo._________]

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Dear[Mr./Ms.LastName]:

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Thepurposeofthisletteristoemphasizetheseriousnessofyour attendancerecord(absenteeism)asa

[classification] with the [agency/department name] and to reprimand you for failing

to meet

acceptable attendance standards.Further, you are hereby warned of additional disciplinary action if

yourattendancedoesnotimprove.Becauseyour absencesfromworkareoccurringsofrequently,your 

attendance cannot be relied on and your services with the [agency/department name] are of greatly

reduced value.Attendance at work is

 an essential element of your position and the employment

relationship.

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To illustrate your failure to report for work as scheduled, I have summarized below your sick [and

emergencyannual,ifappropriate]leaveusagefortheperiod[date]through[date‐atleast3months

butnomorethan6monthsrecommended

].

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TotalHrs.Avail.WorkHrs.SLUsed SLas%of

Avail.WorkHrs.

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[Available work hours equal total scheduled work hours in the month minus pre‐approved annual

leave, pre‐approved compensatory time off, and holiday leave, overtime work hours, supported sick

leave, approved medical and

personal leaves of absence without pay, including Worker’s

Compensation leave of absence, education leave, required military leave, court/jury/hearing leave;

approved organ donation leave; approved disaster service leave; and holidays taken on alternative

days,asprovided intheAdministrativeRule.Note: unsupported sickleave,unauthorizedleave,and

suspensions,ifattendance‐related,are

includedinavailableworkhours.]

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From[date]through[date],youhavebeenabsentfromworkwithoutpriorauthorizationon[number]

occasionsduringthis[number]workingdayperiod.Ofadditionalimportanceisthefactthat[num ber]

ofthe annualleavehours,althoughpaid, werenot properlyrequested inadvanceaccording

toagency

and West Virginia Division of Personnel attendance and leave rules.I believe this demonstrates your

continued unwillingness to adhere to established rules concerning prior request of leave.Of no less

importanceisthefactthat[number]ofyour[number]absencesoccurredinconjunctionwithscheduled

daysoff,weekends,

and/orholidays.

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You have been verbally counseled on numerous occasions concerning your unacceptable level of

attendanceandfailuretofollow procedurewhenrequestingleave.Yoursupe rvisor,[name],[title],has

discussed with you many times your attendance deficien cies.Despite management intervention, you

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