Which Email Should You Send?

Use the situation below that most closely matches your employee’s absence.

If the employee has already received attendance warnings, review this Unauthorized Absence Warning Letter before sending another informal email.

What You Should Do Before Contacting the Employee

Before writing your email, verify that the employee was actually scheduled to work.

Check:

• The employee’s official work schedule.
• Approved shift changes or shift swaps.
• Vacation and leave requests.
• Messages sent to another supervisor.
• Emails, voicemail, and text messages.
• Timekeeping records.
• Previous attendance discussions.
• Earlier verbal or written warnings.
• Your organization’s call-in procedure.

You should also ask the employee’s direct supervisor whether any notice was received. An employee may have contacted the wrong manager or used a communication method that was not immediately reviewed.

Do not describe the incident as a no-call/no-show until you have confirmed that the employee did not provide notice to anyone authorized to receive it.

What to Include in Your Email to an Employee Who Did Not Report to Work

1. A Clear Subject Line

Your subject line should communicate that the matter requires attention without sounding hostile.

You can use:

• Checking In Regarding Your Absence Today
• Missed Shift on [Date] – Response Requested
• Unreported Absence on [Date]
• Immediate Response Requested Regarding Your Absence
• Attendance Concern – Please Contact Your Supervisor
• Formal Notice Regarding Repeated Unreported Absences

Avoid vague subject lines such as “Important,” “Problem,” or “Call Me.”

2. The Exact Shift the Employee Missed

Include the date and scheduled working hours.

For example:

“You were scheduled to work from 8:00 a.m. to 4:00 p.m. on [Date], but you did not report for your shift.”

Specific information creates a more useful record than a general statement such as, “You failed to come to work again.”

3. A Statement About the Missing Notice

Explain that you did not receive a call, email, text message, or other required notification.

Keep the statement factual:

“We did not receive a call or message explaining that you would be unable to report to work.”

Do not write that the employee “refused” to communicate unless you have evidence supporting that conclusion.

4. A Request for a Safety Confirmation

When the absence is unexpected, begin by asking the employee to confirm that they are safe.

You can write:

“Please confirm that you are safe and let us know whether an emergency prevented you from contacting your supervisor.”

This allows you to show appropriate concern while still documenting the missed shift.

5. A Request for an Explanation

Ask the employee to explain:

• Why they did not report to work.
• Why they did not follow the normal call-in procedure.
• Whether they expect to report for the next shift.
• Whether they need to speak privately with Human Resources.

You do not need to demand detailed private medical information in the initial email. You can direct leave, documentation, and accommodation questions to Human Resources.

6. A Specific Response Deadline

Do not simply write, “Contact me as soon as possible.”

Give the employee a clear deadline, such as:

“Please contact me by 10:00 a.m. on [Date].”

The deadline should give the employee a reasonable opportunity to receive and respond to the message.

7. The Appropriate Next Step

Tell the employee exactly what to do next.

The next step may be to:

• Call the supervisor.
• Reply to the email.
• Contact Human Resources.
• Confirm the next scheduled shift.
• Attend an attendance meeting.
• Submit documentation required under company policy.
• Explain whether they intend to return to work.

Template 1: First Email for an Employee Who Did Not Report to Work

Use this email when the absence is unusual, the employee normally has reliable attendance, or an emergency may have prevented the employee from contacting you.

Subject: Checking In Regarding Your Absence Today

Hello [Employee’s Name],

You were scheduled to work from [Start Time] to [End Time] today, [Date], but you did not report for your shift. We also did not receive a call, email, or message explaining that you would be absent.

Please confirm that you are safe and let us know whether an emergency or another unexpected situation prevented you from contacting your supervisor.

Please contact [Supervisor’s Name] at [Phone Number or Email Address] by [Response Deadline]. You should also confirm whether you expect to report for your next scheduled shift on [Date and Time].

If you need to discuss a personal, medical, or leave-related matter privately, you may contact Human Resources at [HR Contact Information].

We hope everything is all right and look forward to hearing from you.

Best regards,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]

Why This First Email Works

This email records the absence without accusing the employee of intentional misconduct.

You identify the missed shift, ask the employee to confirm their safety, request an explanation, and provide a response deadline. You also give the employee an opportunity to contact Human Resources about a sensitive situation.

You generally should not mention termination, job abandonment, or severe discipline in your first message unless the circumstances and your established company policy clearly justify stronger action.

Template 2: Email for Violating the Call-In Procedure

Use this email when you have confirmed that the employee was scheduled to work and failed to follow a known absence-notification procedure.

Subject: Unreported Absence on [Date] – Response Required

Dear [Employee’s Name],

You were scheduled to work from [Start Time] to [End Time] on [Date]. You did not report for your shift, and you did not notify your supervisor before the start of the shift as required.

Under the company’s [Attendance Policy or Call-In Policy], you are expected to notify [Supervisor, Manager, or Human Resources] at least [Number] hours before your scheduled start time when you are unable to report to work, except when an emergency makes advance notice impossible.

Please provide a written explanation for your absence and explain why you were unable to follow the required notification procedure.

Send your response to [Email Address] or contact [Supervisor’s Name] at [Phone Number] no later than [Time and Date]. You must also confirm whether you will report for your next scheduled shift on [Date and Time].

If your absence may involve an approved leave request or another sensitive circumstance, contact Human Resources at [Contact Information] so the matter can be reviewed privately.

Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]

When You Need an Employee Warning Letter Instead

An email requesting an explanation is not always the same as a formal disciplinary warning.

You may need a formal warning when:

• The employee has repeatedly missed work without authorization.
• You have already discussed the attendance problem.
• The employee received a previous verbal warning.
• The employee knowingly ignored the call-in procedure.
• The absence created a serious operational problem.
• Your progressive discipline policy requires written documentation.
• You need the employee to acknowledge receipt of the warning.

A formal warning should identify the specific incidents, the policy involved, the improvement required, and the possible consequences of another violation.

Do not label an ordinary check-in email as a “formal warning” unless you intend to place it in the employee’s disciplinary record.

Template 3: Formal Email for Repeated No-Call/No-Show Absences

Use this email when the employee has repeatedly failed to report to work and has already received reminders or warnings.

Subject: Formal Warning Regarding Repeated Unreported Absences

Dear [Employee’s Name],

This email serves as a formal written warning regarding your repeated failure to report for scheduled work and follow the company’s required absence-notification procedure.

Our records show the following incidents:

• [Date 1]: You did not report for your scheduled shift and did not notify your supervisor.
• [Date 2]: You did not report for your scheduled shift and did not respond to our call or email.
• [Date 3]: You did not report for your scheduled shift and did not provide the required advance notice.

We previously discussed your attendance responsibilities with you on [Date of Conversation or Previous Warning]. During that discussion, you were reminded that you must notify [Supervisor or Human Resources] by [Required Time or Method] whenever you are unable to report for work.

Your continued failure to follow this procedure does not meet the requirements of the company’s [Name of Attendance Policy]. Your absences have also caused [Briefly Describe the Operational Impact].

Effective immediately, you are expected to:

• Report for every scheduled shift on time.
• Follow the required call-in procedure whenever you cannot work.
• Respond promptly to reasonable communication from your supervisor.
• Provide any documentation required under company policy.
• Contact Human Resources when you need information about available leave or workplace assistance.

You must contact [Supervisor or HR Representative] by [Time and Date] to explain your most recent absence and confirm whether you intend to continue your employment with [Company Name].

Failure to respond or another unauthorized absence may result in additional disciplinary action, up to and including termination, according to company policy and applicable requirements.

Sincerely,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]

Template 4: Final Request for Contact Before an Employment Status Review

Use this email when the employee has missed multiple shifts and several documented calls, emails, or messages have gone unanswered.

Subject: Final Request for Contact Regarding Your Employment Status

Dear [Employee’s Name],

You have not reported to work since [Last Date Worked], and we have not received an explanation for your absence.

We attempted to contact you on the following dates:

• [Date and Contact Method]
• [Date and Contact Method]
• [Date and Contact Method]

You must contact [Supervisor or HR Representative] at [Phone Number or Email Address] no later than [Time and Date] to explain your absence and confirm whether you intend to return to work.

If you are experiencing an emergency or need to discuss a leave-related or personal matter privately, contact Human Resources at [HR Contact Information].

If we do not hear from you by the deadline, the company may review your employment status under its attendance and job-abandonment policies.

No final employment decision is being communicated through this email. Any additional action will be handled according to company policy and applicable requirements.

Sincerely,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]

When to Consider a Job-Abandonment Termination Letter

You should not treat one unexplained absence as automatic job abandonment.

Before considering that step, you should generally:

1. Verify all missed shifts.
2. Review the employee’s attendance history.
3. Check all available communication channels.
4. Call the employee’s primary phone number.
5. Leave a clear voicemail when possible.
6. Send at least one written request for contact.
7. Document each contact attempt.
8. Review your job-abandonment policy.
9. Give the employee a clear final deadline.
10. Ask Human Resources to review the situation.

Your company policy may define the number of consecutive missed shifts that triggers an employment status review. Follow the policy consistently and have Human Resources evaluate any emergency, leave, disability, or other sensitive issue before a final decision is made.

When termination is appropriate, you can compare your wording with these Professional Employee Termination Letter Samples.

How to Adjust the Tone of Your Email

First Unexplained Absence

Use a concerned and neutral tone.

Write:

“We noticed that you did not report for your scheduled shift and wanted to confirm that you are safe.”

Avoid:

“You have irresponsibly failed to come to work.”

Confirmed Policy Violation

Use a direct and factual tone.

Write:

“You did not follow the notification procedure described in the attendance policy.”

Avoid:

“You clearly do not care about company rules.”

Repeated Absences

Use a firm and documented tone.

Write:

“This is the third unreported absence recorded during the current attendance-review period.”

Avoid:

“You are always absent and cannot be trusted.”

Possible Emergency

Lead with concern and request contact.

Write:

“Please confirm that you are safe and contact us when you are able.”

Avoid beginning with disciplinary threats before you know what happened.

Common Mistakes to Avoid

Accusing the Employee Before Verifying the Facts

Do not assume the employee intentionally ignored the schedule. Confirm the schedule, approved leave, shift changes, and all messages first.

Using Emotional or Insulting Language

Your email should document the situation. It should not express anger, embarrassment, or personal disappointment.

Failing to Include the Missed Date

Include the exact date and scheduled hours. Clear details prevent confusion and strengthen your records.

Demanding Unnecessary Personal Information

Ask for an explanation, but direct private medical or leave-related discussions to Human Resources.

Threatening Immediate Termination Too Soon

Termination language may be premature during a first unexplained absence. Give the employee an opportunity to respond unless the circumstances require immediate action.

Ignoring Previous Attendance Problems

When the absence is part of an established pattern, identify the relevant dates and previous warnings. Do not write only about the most recent incident.

Sending a Message Without a Deadline

Tell the employee exactly when and how to respond.

Failing to Preserve the Email

Save the email, delivery information, replies, voicemail records, supervisor notes, and related attendance records.

Treating Similar Employees Differently

Apply your attendance procedure consistently. Similar incidents should generally follow the same review and documentation process.

What to Do After the Employee Responds

Your next step depends on the explanation you receive.

The Employee Experienced an Emergency

Confirm that the employee is safe and direct any leave, documentation, or scheduling questions to Human Resources.

The Employee Contacted the Wrong Person

Clarify the proper notification procedure. You may need to issue a policy reminder rather than treating the incident as a complete failure to communicate.

The Employee Forgot to Call

Document the explanation and remind the employee of the required procedure. Decide whether coaching or a written warning is appropriate based on the employee’s history and company policy.

The Employee Disputes the Schedule

Review the official schedule, shift-change records, and supervisor communications before taking disciplinary action.

The Employee Plans to Return

Confirm the return date, start time, reporting location, and any meeting the employee must attend.

The Employee Does Not Plan to Return

Ask the employee to provide a written resignation or communicate with Human Resources about the separation process.

The Employee Does Not Respond

Send a documented follow-up or final request for contact. Do not continue sending numerous informal messages without moving to your organization’s established review process.

Related Attendance Problems

An employee who fails to report for work may also have a pattern of arriving late, leaving early, or failing to follow scheduling procedures.

When lateness is the primary problem, use a more specific Warning Letter for Late Attendance rather than describing the issue as a complete absence.

When the employee provides an explanation after the incident, you may also review these Work Absence Excuse Letter Samples to understand the information an employee may submit.