Letter of Termination for Job Abandonment Sample

In this guide, I’ll share my insights on drafting an effective termination letter for job abandonment, complete with a step-by-step guide and a ready-to-use template.

Key Takeaways:

  • Understand Job Abandonment: Know what constitutes job abandonment and your company’s policies.
  • Follow Legal Requirements: Ensure compliance with employment laws to avoid legal repercussions.
  • Keep It Professional: Use clear and formal language without personal emotions.
  • Documentation Is Key: Document all attempts to contact the employee and any responses received.
  • Use a Template: Leverage a template to ensure consistency and completeness in communication.

What Is Job Abandonment?

Job abandonment occurs when an employee fails to report to work for consecutive days without notification and has no intention of returning. 

Before writing a termination letter, it’s crucial to confirm that the employee’s absence meets your company’s criteria for job abandonment, which usually involves a specific number of days of absence without communication.

Step 1: Review Company Policy and Employment Laws

Begin by reviewing your company’s specific policies regarding job abandonment. Most organizations define a set number of days (typically three to five consecutive days) an employee must be absent without notice before it’s considered abandonment. 

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Also, consult applicable employment laws to ensure any action taken is compliant, as legal nuances may vary by location and the employee’s contract.

  • Company Policy Checklist:
    • Duration of unexcused absence considered as abandonment
    • Required notifications to the employee
    • Procedure for documenting the absence

Step 2: Attempt to Contact the Employee

Before drafting a termination letter, make every reasonable effort to contact the employee using multiple methods, such as phone calls, emails, or even a home visit if appropriate. Document these attempts meticulously, as they will be crucial should there be any legal challenges.

  • Communication Attempts Log:
    • Date: [Insert Date]
    • Method: Phone call/Email/Text/Other
    • Outcome: Left voicemail/No answer/Email bounced, etc.

Step 3: Prepare the Termination Letter

Once you have confirmed job abandonment and documented all communication attempts, you can proceed to draft the termination letter. Keep the tone professional and straightforward.

Termination Letter Template for Job Abandonment:

[Your Company’s Letterhead]


[Employee’s Name]
[Employee’s Address]
[City, State, Zip Code]

Dear [Employee’s Name],

Subject: Termination of Employment Due to Job Abandonment

We have noted your absence from work since [Last Day of Work] without any communication or notification of your intent. Despite repeated attempts to reach you on [Dates of Communication Attempts], we have not received any response.

According to our company policy, an absence without notice for more than [Number of Days] consecutive days is considered job abandonment. Therefore, we regret to inform you that your employment with [Company Name] is terminated, effective immediately.

Please return any company property, such as keys, badges, and equipment, by [Date]. Failure to return company property will result in further actions.

If you have any questions or wish to discuss this matter, please contact [Your Name/HR Department] at [Contact Information].


[Your Signature]
[Your Name]
[Your Position]

Step 4: Send the Letter

The termination letter should be sent via certified mail with a return receipt requested to ensure it is received and to provide proof of delivery. Also, consider emailing a copy for additional documentation.

Step 5: Document Everything

Keep a copy of the termination letter and all related documentation in the employee’s personnel file. This documentation may be necessary for future reference, especially if there are any legal inquiries or unemployment claims.

Real-Life Example

In one instance, after an employee failed to report to work for a week without notice, we followed the steps outlined above. Despite multiple attempts to contact the employee, there was no response, leading to termination based on job abandonment. 

Months later, the decision was legally challenged, but thanks to thorough documentation, the company’s action was upheld.

Frequently Asked Questions (FAQs)

Q: How long should I wait before sending a termination letter for job abandonment?

Answer: Based on my experience, it’s prudent to wait at least three to five consecutive workdays without any communication from the employee, as per most company policies. This timeframe ensures compliance with typical guidelines and gives the employee ample time to respond.

Q: What should I include in a termination letter for job abandonment?

Answer: In the termination letters I’ve written, I always include the date of the last day the employee was present, a summary of the attempts made to contact them, and a clear statement that their absence is being treated as job abandonment. It’s also essential to outline any next steps, such as the return of company property.

Q: Can an employee challenge a termination for job abandonment?

Answer: Yes, from the cases I’ve seen, employees can legally challenge their termination. That’s why it’s critical to document all communication attempts and ensure that the termination follows company policy and legal standards.

Q: Should I seek legal advice before issuing a termination letter for job abandonment?

Answer: Absolutely, I always recommend consulting with a legal expert before issuing such a termination to ensure that all actions are compliant with employment laws. This precaution helps prevent any legal repercussions against the company.

Q: What if the employee returns to work after I’ve issued the termination letter?

Answer: In instances I’ve dealt with, if an employee returns after a termination letter has been issued for job abandonment, it’s crucial to hold a meeting to understand their circumstances before making any decisions. Depending on the reasons for their absence, re-employment might be considered under specific conditions.

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