The Disciplinary Action Letter For Absenteeism is a crucial HR document used when an employee's attendance record falls below acceptable standards and requires formal intervention. This document is typically issued after verbal warnings have proven ineffective and serves as a key component of the progressive discipline process in Canadian workplaces. It must be carefully drafted to ensure compliance with provincial employment standards, human rights legislation, and workplace policies. The letter documents specific instances of absenteeism, outlines the impact on operations, references previous discussions, and clearly communicates expectations and consequences. It's essential for maintaining accurate employment records and may be required as supporting documentation if further disciplinary action becomes necessary.
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1. Letter Header: Company letterhead, date, and formal addressing of the employee including their name, employee ID, and position
2. Attendance Issue Description: Specific details of the attendance problems, including dates and patterns of absences
3. Impact Statement: Description of how the absenteeism affects the workplace, team, and business operations
4. Previous Discussions: Reference to any prior verbal warnings or discussions about attendance issues
5. Expectations: Clear statement of attendance expectations and company policy
6. Consequences: Description of what will happen if attendance doesn't improve, including potential further disciplinary action
7. Support Resources: Information about available support such as EAP or HR contact
8. Signature Block: Space for signatures of manager, HR representative, and employee acknowledgment
1. Accommodation Statement: Include when employee has indicated medical or other protected grounds requiring accommodation
2. Union Reference: Include when employee is unionized, referencing relevant collective agreement provisions
3. Performance Improvement Plan: Include for serious cases requiring specific measurable goals and timeline
4. Medical Documentation Request: Include when requiring medical certification for absences
5. Return to Work Process: Include when employee is returning from extended absence and needs reintegration plan
1. Attendance Record: Detailed log of employee's absences, late arrivals, and early departures
2. Company Attendance Policy: Copy of relevant sections of company attendance policy
3. Meeting Notes: Notes from previous attendance-related discussions or meetings
4. Progressive Discipline History: Record of previous disciplinary actions related to attendance
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