No Call No Show Termination Letter

When an employee fails to report to work or to notify the employer of his or her absence it is referred to as a ‘no call no show’ violation. If the employee is the only one serving in a particular role, the absence can jeopardize an organization’s ability to conduct business as normal. A no call no show demonstrates unprofessional behavior and should not be tolerated.

Format and Content

To discourage a legal dispute, the no call no show termination letter should refer to the specific company policy mandating termination. The letter should include the date(s) of the violation(s), the effective date of the employment termination, information regarding the employee’s final paycheck and benefit status, and a statement regarding the return of company property, if applicable.

Sample

This sample no call no show termination letter is written to a member of the wait staff who failed to show up for a scheduled shift. Although the communication is a termination letter, the manager refers to the employee as having resigned, thereby putting the blame squarely where it belongs, on the absentee employee.

Dear Alicia,

On September 12, 2013 you failed to report to work at your scheduled time. You did not call in on this date to explain your absence, nor did you do so the following day. We called the number contained in your employee file numerous times but received no answer. Because of this, we can only surmise that you have elected to resign from your position as a member of the South of the Border Cafй wait staff. This letter is to inform you that we have accepted your resignation and your employment with our company has been terminated effective September 14, 2012.

As you are aware, the success of our business depends on every employee showing up on time and performing his or her job duties. Your absence left us shorthanded on one of the busiest nights of the week. The other servers struggled to cover your area and they all reported earning considerably less in tips due to their inability to provide the good customer service. In addition, the day manager logged7 customer complaints concerning slow service.

We will mail your final paycheck or you may pick it up at the time you return your uniform and employee badge. We ask that you call before coming to make sure a manager ispresent and that your paycheck is ready. You did not sign up for the company’s 401(k) plan and you do not have any unused PTO benefits. Therefore, your paycheck will consist of the 3 days you worked during this pay period.

You were informed of the penalty for a no call no show at the time you were hired. The information is also contained in the employee handbook.Your signed confirmation that you read the handbook is in your employee file. If your absence was due to circumstances beyond your control, or if there is other information you feel we need to know, please call me at (555)-555-5555 to schedule an appeal meeting. If we do not hear from you within 7 business days we will consider the matter closed.

Regards,

Brandon Riley

Mr. Brandon Riley, Manager

South of the Border Cafй