A no show no call warning letter is what a small employer issues when the policy says the employee has reached a total that earns a warning, and it differs from a write-up in one way: a write-up records an event, and a warning letter states where the employee stands and what happens next. Both have to be built from the record, and the warning letter fails in the same way the write-up does when it is prose about reliability instead of numbers about the window. This page says what a warning letter must carry, works one on an employee using the worked example this site uses throughout, and points at the free attendance policy template on this site that states the policy the letter cites, with no account.
Warning letter or write-up: which one this is
The write-up records the no-call: the shift, the notice rule not met, the points scored. The warning letter is issued at a total the policy names, and it states that total, the threshold, the room left and the consequence of reaching it. A small employer often issues both for the same event: the write-up for the no-call and, because that no-call took the employee past the reminder line, the warning letter for the total. Keeping them distinct means each cites what it is about; a single document that does both is usually the one that names neither number. The employee attendance policy guide on this site says where the reminder and warning totals go in the policy.
The lines a no show no call warning letter must carry
The event that triggered it, in one line, with its date and the points it scored. The total now in the rolling window, the threshold and the room left. The policy version cited, by date. The consequence stated in the policy of reaching the threshold. The step the employer is taking now: a reminder, a written warning or a final warning, in the policy's own words. What the employee can do, which is the notice rule stated again, because the no-call is the event a call would have avoided. And signature lines, with a place to note a refusal to sign. Every line is a fact from the record or a sentence from the policy; nothing in it is the lead's opinion of the person.
A warning letter worked on one employee
Event: no-call no-show on Friday the 22nd, scheduled 2:00 pm, scoring 2 points under the policy dated the 1st of January. Total: 6.5 points in the rolling twelve months against a threshold of 8; 1.5 points of room. Consequence: the policy ends employment at 8 points. Step: this is a written warning, issued because the total has passed the reminder line the policy sets at 6. What crosses the line from here: one further no-call, two unexcused absences, or one absence and one tardy. What avoids it: calling the shift line at least two hours before any shift that cannot be worked, which scores an absence at 1 rather than a no-call at 2. Signed, dated, with the employee's acknowledgement. The attendance points calculator on this site produced the total and the room.
Before it is sent: the reason, and the events that score nothing
A warning letter issued for a total that includes a protected absence is a letter the employer will withdraw. Leave under the FMLA, absences that are a reasonable accommodation under the ADA and service absences under USERRA are held at zero and never counted; the Department of Labor's and the EEOC's pages describe each. The letter should be issued only after the reason for the triggering event has been asked and recorded, and the total it states should be the countable total with excused events at zero. RollCallWorks Pro drafts the letter from the record it keeps and holds excused events outside the count.
Questions people ask about no show no call warning letter
What is the difference between a no call no show write-up and a warning letter?
The write-up records one event: the missed shift, the notice rule not met, the points it scored. The warning letter is issued when the total in the window reaches a line the policy names, and states the total, the threshold, the room left, the consequence and the step being taken. One event can produce both.
What should a no show no call warning letter say?
The triggering event and its points, the total in the rolling window against the threshold with the room left, the policy version, the consequence of reaching the threshold, the step being taken in the policy's words, the notice rule that avoids the next no-call, and signature lines. Facts and policy text, not opinion.
When is a warning letter issued rather than a reminder?
At the totals the policy sets: most small employers put a reminder at one total and a written warning at a higher one below the threshold. The free attendance policy template states both lines; the free points calculator shows which one an employee has passed.