Subject: Excessive and/or Patterned Absenteeism
NAME, please be advised that your absenteeism and/or lateness is considered excessive and may lead to disciplinary action
up to and including termination. This is due to recent instances of absenteeism and/or lateness and Hanford’s policy as
Hanford Pharmaceuticals has a generous and very flexible paid time off benefit. It also has very explicit attendance
policies. PTO can be used to cover absences and provide vacation. Once PTO is depleted, any absence is considered an
occurrence. One occurrence in 30 days is considered excessive; two occurrences in a 6 month time frame (from, and
including, the most recent) and 3 in a 12 month time frame are also deemed excessive, and are subject to disciplinary action
up to and including dismissal. Your skills and training represent a considerable investment on behalf of the Hanford
Company. It is our desire to see you succeed. Please keep this in mind as the year progresses.
THIS PARAGRAPH OPTIONAL BASED ON SITUATION: As it regards excessive use of PTO, please be reminded that
there is X % of the year left ahead of us and you have only Y % of your PTO left to cover it.
Our Employee Handbook clearly provides guidance as to what is considered excessive absenteeism. Specifically, the
section Work Hours, Employee Schedules, Attendance; subsection Attendance and Punctuality; page AT 5.00 clearly states
Excused Absence: An employee’s absence is considered excused if covered by policy (i.e., paid time-off, leave
requests . . .) and the employee provides appropriate and timely notification deemed satisfactory to the Supervisor
Unexcused Absence: An employee’s absence is unexcused when an employee fails to call in, gives late notice, fails
to give reasonable advance notice for an absence which could be anticipated, exceeds the number or length of
absences as defined by policy (i.e., paid time-off, leave requests . . .). Unexcused absences are subject to
corrective discipline or termination.
Excessive Absenteeism: is defined as one (1) unexcused absence in a 30-day period (from the most recent
unexcused absence) and is subject to corrective discipline. Two (2) instances of unexcused absenteeism in a 6-
month rolling window (from the most recent unexcused absence), or three (3) instances of unexcused absenteeism
in a 12-month rolling window (from the most recent unexcused absence) are considered grounds for discharge.
Patterned Absenteeism: is defined as the use of excused or unexcused absences before or after scheduled weekdays
off, weekends off, holidays off, payday, and/or before/after scheduled/excused absences. Also, patterned
absenteeism occurs when an employee repeatedly leaves work early (excused or unexcused) or uses paid time-off
at a rate that is excessive. Patterned absenteeism is subject to corrective disciplinary action.
Lateness: an employee who is not at his/her assigned workplace prepared to work at the beginning of his/her
scheduled work time, or after meal and break periods is considered to be late.
Excessive Lateness: is defined as one (1) or more instances of lateness in a calendar month and is subject to
corrective discipline. Any three (3) instances of lateness in a 12-month rolling window (from the most recent late
instance) are considered grounds for discharge.
THIS PARAGRAPH OPTIONAL BASED ON SITUATION: Your recent absences of LIST DATES are considered
‘patterned absenteeism’ in that they are absences regularly taken over a period of time, and in each case before a day off
THIS PARAGRAPH OPTIONAL BASED ON SITUATION: Your recent absenteeism is ‘excessive’ in that you have
X instances of unexcused absences in a 12-month rolling window from the most recent unexcused absence.
Also, a physician’s note does not ‘excuse’ an absence. Hanford Pharmaceuticals provides a generous time off benefit that
allows employees the ability to use personal time for many situations. A physician’s ‘certification’ as duly submitted to
Human Resources and in concert with Human Resources that authorizes a leave of absence and or disability is required for
NAME, please be advised that you have been aware of our attendance procedures as indicated by an Employee Handbook
Acknowledgment form signed and dated by yourself on DATE. Our Employee Handbook clearly states that all employees
are required to adhere to all policies and procedures, established standard operating procedures, and standards of
performance. This includes those policies and procedures outlined in this memo.
Again, please be advised that your absenteeism and lateness is considered excessive and may lead to disciplinary action up
to and including termination.