Tactful Ways to Write Up an Employee for Excessive Absenteeism

by Shelley Frost

Absenteeism becomes a problem when employees frequently miss work, leaving you without enough staff. Other employees shoulder the responsibility and deal with the effects of their colleagues showing up late, calling in sick or skipping work without calling. Written warnings document the employee's absenteeism in case you eventually decide to fire her. The warnings also serve to alert the employee that her absences are a problem. A tactful approach keeps the documentation professional.

Standardized Form

A standardized form for writing up employees for absenteeism ensures that you cover all of your bases and stick to the essential information. Create a form that includes spots for the employee's name, description of the offense, dates of absenteeism and the actions you've taken so far to reduce the absenteeism. The standardized approach keeps the write-up professional and organized, helping you remain tactful even when the employee's behavior is frustrating.


A factual write-up helps you remain objective and tactful in the written documentation about the absenteeism. Avoid making assumptions about why the employee is late frequently, or what the underlying problem is. Instead, document things like the specific date of the absences, the time the employee called in and what time he arrived if he eventually showed up. If you meet with the employee about the problem, document what he says, using direct quotes when necessary, to create an impartial and factual record of the situation. Write down any actions you take to discipline the employee for being excessively absent.

Avoid Embellishments

An honest assessment and documentation of the absenteeism situation is the most tactful approach to the situation. You may feel frustrated or at the end of your rope, but avoid embellishing the situation with inaccurate information. If your embellishments are discovered, you are likely to face disciplinary or legal action. Avoid adjectives or descriptive words that aren't useful to the situation. For example, don't call the employee lazy or say that her absenteeism is a sign of her careless nature. These descriptions interject opinion and lack the tact necessary for a business document.


If you aren't sure whether your documentation is tactful or not, run it by another manager at the office. Someone who isn't so closely related to the situation will be able to maintain more objectivity to determine if your write-up is tactful and professional in nature. If the company doesn't already have a policy on absenteeism and a standard procedure for writing up employees, develop those items now for a consistent approach to future incidents of excessive absenteeism.

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