Absenteeism Warning Letter Templates: 5 Letters for South African Employers
Below are five absenteeism letter templates you can copy: a counselling record, a first written warning, a final written warning for absenteeism, a notice to attend a disciplinary hearing, and a letter to an employee who has absconded. Use them for misconduct, such as unauthorised absence or failure to notify. Absence caused by genuine illness goes through the incapacity process instead.
Each template uses [square brackets] for the details you must fill in. Check every template against your own disciplinary code and any collective agreement before you use it. Where your code sets a different procedure, follow your code.
Jump to a template:
- Template 1: Record of counselling (letter of concern)
- Template 2: First written warning for unauthorised absence
- Template 3: Final written warning for absenteeism
- Template 4: Notice to attend a disciplinary hearing
- Template 5: Letter to an employee who has absconded
Which absenteeism letter do you need?
| Situation | Letter | Formal hearing needed? |
|---|---|---|
| First concern about a pattern, or a minor first breach of the notification rule | Record of counselling | No. A private meeting |
| Unauthorised absence after counselling, or a clear first breach | First written warning | Usually no, but the employee must be heard first |
| Further unauthorised absence while a written warning is valid | Final written warning | Usually yes, or at least a formal meeting with notice |
| Further misconduct while a final warning is valid, or serious misconduct such as dishonesty | Notice to attend a disciplinary hearing | Yes |
| Employee absent for several days with no contact | Letter to an employee who has absconded | Followed by a hearing notice if there is no response |
| Frequent absence because of a real health condition | None of these. Start the incapacity process | Incapacity enquiry, not a disciplinary hearing |
Procedural fairness: what every absenteeism letter needs
The 2025 Code of Good Practice: Dismissal (Notice 3470 of 2025, Government Gazette 53294, in force from 4 September 2025) replaced the old Schedule 8 Code. Its rules on discipline are short. These are the ones that matter for absenteeism letters. (Code of Good Practice: Dismissal, 2025)
- Discipline is corrective (item 6(2)). Graduated measures may include counselling, warnings, suspension and a final warning. Informal correction is often best for minor breaches (item 6(6)).
- A clear rule the employee knew about (item 8(2)). Quote the clause of your attendance policy or disciplinary code in the letter. If the rule is not written down, a warning is harder to defend.
- A chance to respond (item 11). Tell the employee what the allegation is, preferably in writing, give them reasonable time to prepare, allow a fellow employee or union representative, and where reasonably possible let them use a language they are comfortable with.
- Consistency (item 10). Give the same response to the same conduct across employees and departments. In Isikhonyane v CCMA, a dismissal for prolonged absence was found unfair partly because another employee was demoted, not dismissed, for the same conduct. (Isikhonyane v CCMA [2015] ZALAC 122)
- Records (item 13). Keep a record of each disciplinary transgression, the action taken and the reasons.
- Union office-bearers (item 11(7)). Inform and consult the trade union before starting discipline against a union representative or office-bearer.
Two things the Code does not set: the number of warnings before dismissal, and how long a warning stays valid. Both should be in your disciplinary code. Put the expiry date in every warning letter. In Woolworths v CCMA (2021), the Labour Appeal Court took account of the employee's earlier warnings for absence, most of which had already expired, when it upheld a dismissal for dishonest use of sick leave. (Woolworths v CCMA [2021] ZALAC 49) Do not count on that. Treat an expired warning as expired.
Genuine illness is not misconduct
Do not issue warnings for absences caused by a real health condition, even if they are frequent. That is incapacity. Item 21 of the 2025 Code requires you to investigate the extent of the incapacity and consider alternatives short of dismissal. You can still warn an employee for conduct linked to sick leave, such as not notifying, not producing a certificate when BCEA section 23 allows you to ask for one, or dishonestly claiming to be sick. Read incapacity vs misconduct before you choose a letter.
Template 1: Record of counselling (letter of concern)
When to use it: the first time you raise an attendance pattern or a minor breach of the notification rule. This is not a disciplinary sanction. It records that the employee knows the standard, has had a chance to explain, and has been offered support.
Hold the conversation first, then complete the record. A return-to-work interview is often the right setting. If you suspect a pattern, prepare by reading our guides on Monday and Friday absenteeism patterns and sick leave abuse.
RECORD OF COUNSELLING: ATTENDANCE Employee: [Full name] Employee number: [Number] Position: [Job title] Department: [Department] Date of meeting: [Date] Venue: [Venue] Present: [Manager name and title], [Employee name], [Fellow employee or union representative, if the employee asked for one] 1. Purpose of this meeting We met to discuss your attendance between [start date] and [end date]. This is a counselling meeting. It is not a disciplinary hearing and no sanction is being imposed. 2. Absence record discussed [List each date and type of absence, for example: - Monday [date]: sick leave, no certificate - Friday [date]: sick leave, no certificate - [Date]: absent, no notification] 3. The standard expected [State the rule, for example: Employees must notify [supervisor] by [time] on the first day of any absence. A medical certificate is required for an absence of more than two consecutive days, or on more than two occasions in an eight-week period (BCEA section 23).] 4. Your explanation [Record what the employee said, in their own words where possible.] 5. Support offered [For example: referral to the Employee Assistance Programme, referral to occupational health, a change to start time. Write "None requested" if none.] 6. Agreed actions [What the employee will do, what the company will do, and by when.] 7. Review date We will review your attendance with you on [review date]. 8. If attendance does not improve If unauthorised absence or failure to follow the notification procedure continues, the company may take disciplinary action in terms of the [disciplinary code]. If your absences are caused by a health condition, we will deal with that through the incapacity process and not as misconduct. Employee's comments: [Space for the employee's comments] Manager: [Name] Signature: ____________ Date: ________ Employee: [Name] Signature: ____________ Date: ________ Signing confirms that you received this record. It does not mean that you agree with it.
Template 2: First written warning for unauthorised absence
When to use it: unauthorised absence (absent without permission, or without notifying as your policy requires) after counselling, or a clear first breach that is more than minor.
- Tell the employee about the allegation and hear their side before you issue the warning. Record their explanation in the letter.
- List the exact dates. A warning for "poor attendance" with no dates is hard to rely on later.
- State the validity period from your code and the expiry date.
[Company letterhead] PRIVATE AND CONFIDENTIAL To: [Employee full name] Employee number: [Number] Department: [Department] Date: [Date] WRITTEN WARNING: UNAUTHORISED ABSENCE 1. Allegation On [date(s)] you were absent from work without permission and did not notify [supervisor or department] as required by [clause] of the [attendance policy or disciplinary code]. 2. Your opportunity to respond On [date] we met to discuss this. You were told of the allegation beforehand and given the opportunity to bring a fellow employee or union representative. Your explanation was: [summary of explanation]. 3. Finding Having considered your explanation, we find that the absence was unauthorised because [reason, for example: you did not notify anyone and you did not give a reason that prevented you from doing so]. 4. Sanction You are issued with a written warning. In terms of the [disciplinary code], this warning remains valid for [period] from the date of this letter, until [expiry date]. 5. What is expected of you [For example: Report for duty as scheduled. If you cannot attend, notify [name] on [number] before [time] on the first day of absence.] 6. Consequences of further misconduct If you commit similar misconduct while this warning is valid, the company may take further disciplinary action, which may include a final written warning. 7. Support If there is a reason for your absence that we should know about, including a health or personal matter, please speak to [HR contact]. [EAP details, if any.] 8. Your right to challenge this warning You may [appeal or lodge a grievance] against this warning in terms of [procedure] within [number] working days of receiving it. Issued by: [Name, job title] Signature: ____________ Date: ________ ACKNOWLEDGEMENT OF RECEIPT I acknowledge that I received this warning. My signature does not mean that I agree with it. Employee signature: ____________ Date: ________ If the employee declines to sign: Witness name: [Name] Signature: ____________ Date: ________ The warning was handed to the employee, who declined to sign.
Template 3: Final written warning for absenteeism
When to use it: further unauthorised absence while a written warning is still valid, or a more serious first breach where your code allows a final warning.
- Most codes require a hearing or formal meeting, with written notice, before a final warning. Use Template 4 for the notice if so.
- Attach the earlier warning and confirm it was valid on the date of the new absence.
- Say plainly that further similar misconduct may lead to a hearing at which dismissal may be considered.
[Company letterhead] PRIVATE AND CONFIDENTIAL To: [Employee full name] Employee number: [Number] Department: [Department] Date: [Date] FINAL WRITTEN WARNING: ABSENTEEISM 1. Allegation On [date(s)] you were absent from work without permission [and did not notify [supervisor] as required by [clause] of the [attendance policy or disciplinary code]]. 2. Previous action [On [date] you received a written warning for unauthorised absence, valid until [expiry date]. A copy is attached.] [Also list any recorded counselling, for example: On [date] your attendance was discussed in a counselling meeting. A copy of the record is attached.] 3. Your opportunity to respond On [date] [a disciplinary hearing was held / we met to discuss this]. You were notified of the allegation in writing on [date], and you were entitled to be assisted by a fellow employee or union representative. Your explanation was: [summary of explanation]. 4. Finding Having considered your explanation, we find that [the allegation is proved] because [reasons]. 5. Sanction You are issued with a final written warning. In terms of the [disciplinary code], this warning remains valid for [period] from the date of this letter, until [expiry date]. 6. Consequences of further misconduct This is a final warning. If you commit similar misconduct while this warning is valid, you may be called to a disciplinary hearing at which dismissal may be considered. 7. What is expected of you [Set out the attendance and notification standard.] 8. Support If there is a health, family or other reason for your absence that we do not know about, please tell [HR contact] now. If your absences are caused by a health condition, we will deal with them through the incapacity process. [EAP details, if any.] 9. Your right to challenge this warning You may [appeal or lodge a grievance] in terms of [procedure] within [number] working days. Issued by: [Name, job title] Signature: ____________ Date: ________ ACKNOWLEDGEMENT OF RECEIPT I acknowledge that I received this final written warning. My signature does not mean that I agree with it. Employee signature: ____________ Date: ________ If the employee declines to sign: Witness name: [Name] Signature: ____________ Date: ________
Template 4: Notice to attend a disciplinary hearing for absenteeism
When to use it: further misconduct while a final warning is valid, serious misconduct such as dishonesty about sick leave, or an employee who did not respond to an instruction to return.
- Describe each allegation clearly enough for the employee to understand and answer it (item 11(5) of the 2025 Code).
- Only include a dishonesty allegation if you have evidence. Suspicion about a pattern or about a doctor is not evidence that this employee was not sick.
- Give a reasonable period to prepare. Your code may set a minimum.
- Use a chairperson who was not involved in the matter.
[Company letterhead] PRIVATE AND CONFIDENTIAL To: [Employee full name] Employee number: [Number] Department: [Department] Date of this notice: [Date] NOTICE TO ATTEND A DISCIPLINARY HEARING 1. Hearing details You are required to attend a disciplinary hearing: Date: [Date] Time: [Time] Venue: [Venue, or online link] Chairperson: [Name, job title] (a person not involved in the matter) Company representative: [Name, job title] 2. Allegations Allegation 1: Unauthorised absence. You were absent from work without permission on [dates] [and did not notify [supervisor] as required by [clause] of the [attendance policy or disciplinary code]]. [Allegation 2, only if you have evidence to support it: Dishonesty. On [date] you reported that you were too ill to work, while [describe the conduct and how the company knows about it].] 3. Documents Copies of the documents the company will rely on are attached: [- Attendance record for [period] - Sick leave history for [period] - Notification log or messages - Previous warnings that are still valid] 4. Your rights at the hearing a) You may be assisted by a fellow employee or by a representative of a registered trade union of which you are a member. b) You may give evidence, call witnesses and present documents. Tell [name] by [date] if you need a witness released from duty. c) You may question the company's witnesses. d) You may use an interpreter. Tell [name] by [date] which language you need. e) You may make representations on the allegations and, if they are proved, on the appropriate sanction. 5. Previous warnings If an allegation is proved, the chairperson may take into account the [final written warning dated [date]], which is valid until [expiry date]. 6. Possible outcome If the allegations are proved, the sanction may include dismissal. 7. Postponement If you cannot attend, contact [name] on [number or email] before [date and time] with your reason. A postponement is not automatic. 8. Failure to attend If you do not attend without a valid reason, the hearing may go ahead in your absence and a decision may be made on the evidence available. Issued by: [Name, job title] Signature: ____________ Date: ________ ACKNOWLEDGEMENT OF RECEIPT I acknowledge that I received this notice on [date]. Employee signature: ____________ Date: ________
Template 5: Letter to an employee who has absconded
When to use it: an employee has been absent for several days, your attempts to make contact have failed, and you do not know why. This letter is an instruction to return and a chance to explain. It is not a dismissal letter.
- The Labour Court has held that unexplained absence is not proof of an intention not to return, and that employees must be called on to show cause first. (Msibi v CCMA [2017] ZALCJHB 245)
- Send it to the last known physical address and email, and copy it by SMS or WhatsApp. Keep proof of delivery.
- If there is no response by the deadline, send a notice of hearing (Template 4) to the same addresses.
The full process, including what to do when the employee comes back, is in our guide to absconding vs absenteeism.
[Company letterhead] BY HAND / REGISTERED POST / EMAIL / SMS OR WHATSAPP COPY To: [Employee full name] Employee number: [Number] Last known address: [Physical address] Email: [Email] Cellphone: [Number] Date: [Date] INSTRUCTION TO RETURN TO WORK 1. You have been absent from work since [first day of absence]. You did not ask for leave, and you have not contacted the company to explain your absence. 2. We have tried to contact you as follows: [- [Date, time]: called [number], no answer - [Date, time]: SMS and WhatsApp to [number] - [Date, time]: called your emergency contact, [name], on [number]] 3. You are instructed to report for duty to [name] at [place] by [time] on [date]. If you cannot report for duty, you must contact [name] on [number or email] by that time and explain your absence. 4. If you are ill, in hospital, or something else prevents you from coming to work, please tell us, or ask someone to tell us on your behalf. We will take your explanation into account. 5. If you do not report for duty or contact us by [time] on [date], the company will consider holding a disciplinary hearing on the allegations that: (a) you have been absent from work without permission since [date]; and (b) you have deserted your employment, which means that you do not intend to return. A notice of the hearing will be sent to the address above. If you do not attend, the hearing may go ahead in your absence. Issued by: [Name, job title] Signature: ____________ Date: ________ Proof of delivery: [Method, date, time, and name of the person who delivered or sent it]
Evidence to attach to each letter
- The dates and type of each absence in the period.
- Notification records: who was told, when and how.
- Any medical certificates, and whether you asked for one under BCEA section 23.
- The clause of the policy or code that was breached, and proof the employee knew it (induction record, signed policy, earlier counselling).
- Earlier warnings that are still valid.
- For consistency, how you handled similar cases in the same period.
If your absenteeism policy does not cover notification, certificates and the warning sequence, fix that first. Our guide on building an absenteeism policy sets out what to include.
Where Appsentia fits
Every letter above depends on accurate dates. Appsentia's individual employee report shows each employee's sick leave history with a monthly breakdown, the pattern incidents it has flagged (short sick spells on a Monday or Friday, next to a public holiday, on or after payday, or next to other leave), the trend, and how the employee compares with their department. Reports export to PDF and Excel, so you can attach them to a counselling record or hearing pack.
Appsentia analyses sick leave. Records of unauthorised absence and late notification come from your own time, attendance or payroll records. A pattern flag shows timing and frequency. It does not prove misuse, and every Appsentia report says so. See what Appsentia analyses.
Frequently asked questions
How many warnings before dismissal for absenteeism in South Africa?
No law sets a number. The 2025 Code of Good Practice: Dismissal says repeated misconduct warrants warnings graded by severity, and that more serious or repeated misconduct may call for a final warning or dismissal. Your disciplinary code should set the sequence, for example counselling, a written warning and a final written warning before a hearing at which dismissal is considered. Item 7(2) of the Code also recognises that serious misconduct may be a single instance, so proven dishonesty can justify dismissal without earlier warnings.
How long is a final written warning valid in South Africa?
Neither the Labour Relations Act nor the 2025 Code of Good Practice: Dismissal sets a period. Your disciplinary code or collective agreement should state how long each type of warning stays valid. Put the expiry date in the warning letter and do not rely on a warning after it has expired.
Can an employee refuse to sign a warning letter?
Yes. A signature only confirms receipt, and the letter should say so. If the employee declines to sign, hand the letter over in front of a witness, and have the witness sign and date a note that the employee received it and declined to sign. The warning is still valid.
Do I need a disciplinary hearing before giving a written warning?
Not always. The 2025 Code says formal procedures do not have to be used every time a rule is broken, and that the investigation should suit the circumstances. You should still tell the employee what the allegation is and give them a fair chance to respond before you decide. A final written warning usually follows a formal hearing.
Can I give a written warning for sick leave?
Not for genuine illness. Absence caused by a real health condition is an incapacity matter and should be managed through the incapacity process. You can warn an employee for misconduct connected to sick leave, such as failing to follow the notification procedure, not producing a certificate when lawfully required, or dishonestly claiming to be sick.
Sources
- Department of Employment and Labour (4 September 2025). Code of Good Practice: Dismissal. Notice 3470 of 2025, Government Gazette 53294. Items 6, 8, 10, 11, 13 and 21.
- Basic Conditions of Employment Act 75 of 1997, s23.
- Isikhonyane Cleaning Services v CCMA and Others (JA36/2014) [2015] ZALAC 122 (5 October 2015).
- Woolworths (Pty) Ltd v CCMA and Others (PA12/2020) [2021] ZALAC 49 (10 December 2021).
- Msibi and Others v CCMA and Others (JR1365/13) [2017] ZALCJHB 245 (22 June 2017).
These templates and notes are general information, not legal advice. Check the current Labour Relations Act, the 2025 Code of Good Practice: Dismissal, your disciplinary code, and any bargaining council agreement or sectoral determination that applies to you before you use them.
Get the Absence History Behind Each Letter
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