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Employee plays an important role in any business but when an employee is absent without approval and it happens again and again it disturbs workplace daily operations like increasing the workload on other employees and affects overall business performance.
If attendance continues even after warnings you may need to terminating employee for excessive absenteeism because that employee is not serious about work and company. It is good to terminate but make sure all termination should follow legal rules because it protects you and your company from legal risk.
- Does not follow company attendance policy
- Not giving proper reason or proof
- Job performance affected because of excessive absenteeism
- Using sick leave for wrong purpose
- Regular absent from Monday to Friday
- Repeated arguments with HR about Attendance
- Encouraging other employees to ignore attendance rules
- Employee not improving their attendance after some written warning
Signs of Excessive Absenteeism
- Same employee takes leave regularly without approval
- Sends leave request till the last minute
- Regularly comes late to office
- Work performance reduces because of absence
- Ignoring company attendance policy
- Attendance does not improve even after warnings
Common Causes of Terminating Employee for Excessive Absenteeism
- Employee not improving their attendance after some written warning
- Does not follow company attendance policy
- Not giving proper reason or proof
- Job performance affected because of excessive absenteeism
- Using sick leave for wrong purpose
- Regularly absent from Monday to Friday
- Repeated arguments with HR About Attendance
- Encouraging other employees to ignore attendance rules
Business Impact of Excessive Absenteeism
- Lower productivity because employees usually not come on time and take more leaves
- Important projects are delayed because there is not enough staff present in the office to complete tasks
- Company may need to hire more staff in emergency and pay overtime if absenteeism continues
- Regular absences hard to manage daily operation work
- Good employee leaves because they are constantly covering absent employee work
- Because of excessive absenteeism, poor service and unhappy customers can affect company reputation
Steps To Terminate Employee for Excessive Absenteeism
- Review the Attendance Record
You should check carefully employee attendance records like how many time employees absent and coming late to office
- Check the Company Attendance Policy
Review company attendance policy and confirm that the employee violates the policy
- You Should Collect All Required Documents
Collect all documents in one place like warning letters or attendance records and ensure termination reason is written in documents
- Prepare the Termination Letter
Prepare a formal termination letter for the employee and make sure the reason and last working day is mentioned in the termination letter
- Schedule a Private Termination Meeting
Arrange private meeting with that employee and conduct meeting professionally and calmly
- Inform the Employee About the Termination
You should inform the employee that their employment ends now and explain the termination reason in detailed with using professional language
- Complete the Exit Process
It’s your responsibility take back company ID cards, laptops and access cards from that employee and deactivate them according to company policy
- Process Final Pay and Benefits
Process final salary, pending leave balance and other applicable payments and ensure settlement follows local labor laws
- Keep Proper Documentation
Record everything during the termination process like attendance records, warning letters and conversation between you and your employee
- Inform the Team Professionally
Share information to team only which is important and do not share unnecessary information like personal details of that employee
Termination Email Sample for Excessive Absenteeism
Dear [Employee Name],
I hope you are doing well.
This email is to inform you that you are terminated with [Company Name] and will end effective [Last Working Day].
This decision has been made because of repeated excessive absenteeism issues. After previous discussions and warnings and still your attendance does not meet level that we expected
Please return all company property including your laptop, ID card, access card and locker key before you leave company
Your final salary and any applicable payments will be processed according to the company policy and applicable labor laws.
If you have any questions about your termination for excessive absenteeism you ask any time
Kind regards,
[Your Name]
[Job Title]
[Company Name]
Documentation Checklist After Terminating an Employee for Excessive Absenteeism
- Employee attendance records
- All leaves records of that employee
- All warning letters which you give before termination
- Attendance discussion records like notes and emails
- Employee explanation like emails and written explanation
- A copy of attendance policy
- Termination letter for excessive absenteeism
- Final settlement documents like record final salary and any other payments
- Company property form which is signed by you and that employee
Difference Between Normal Absenteeism and Excessive Absenteeism
| Normal Absenteeism | Excessive Absenteeism |
|---|---|
| Happens sometimes because of a valid reason | Happens regularly |
| The employee informs the employer | The employee absent without approval |
| Stays within the company leave limits | Exceeds the company leave limits |
| Not impact on daily work | Affects daily work and increases the workload on other employees |
| The employee returns to regular attendance after taking leave | The problem continues for a long time |
| Usually does not require any disciplinary action | May result in warnings, disciplinary action or termination |
| Absences are usually for valid reasons such as illness and family emergencies | Absences are often repeated without a valid reason |
Common Mistakes When Terminating an Employee for Excessive Absenteeism
- Not keeping proper records during excessive absenteeism termination
- Skipping the warning process and directly terminating employees
- Ignoring legal termination laws
- Giving unclear reason for termination and it leads to confusion in employee mind
- Forgetting to collect company property like office laptop or ID cards and access card
- Making decision quickly for without following proper process
- Using unprofessional behavior like being rude and embarrassing employee during termination
- Not clearing pending amount after termination like final salary and other dues
How WorkDesQ Helps You to Terminating Employee for Excessive Absenteeism
- Provide complete attendance records without any manual effort and you get clear view of repeated absenteeism
- Generate detailed report of attendance in Excel and PDFs format which you record as proof
- Maintain employee records securely so that if records in future you can download from WorkDesQ software
- Helps you get quickly employee information like employee productivity score and attendance data so terminated process faster
- Software make easy and simple attendance document so everybody can understand attendance and leave records
Attendance Tracking Software
Stop Attendance Problems Before They Hurt Your Business with WorkDesQ
Final Conclusion
Terminating employee for excessive absenteeism is always a carefully planned decision which is based on attendance policies, accurate documentation and consistent disciplinary action. Those employers which communicate clearly about attendance expectation and so proper investigation on attendance issues, they give a chance to employees for absenteeism improvement.
Many times, when companies track employee attendance like absence, present and leaves so it leads to mistakes or confusion and confusion leads to wrong terminating employees for excessive absenteeism. It is better if you can use WorkDesQ software for attendance tracking and it does not matter if you have a small team or a big team. It works properly and records all employee attendance data and productivity data.