Effective Employee Evaluation – Violation of Sick Day Policy Example Letter

| September 4, 2012 | 0 Comments

This violation of sick day policy example letter can be used to warn employees about continued unauthorized absence from work. Such a warning must be delivered with care, as there could be many reasons why an employee is absent from work without certification from a doctor. Depression is a major issue, and many employees are embarrassed about revealing such things to their employer. Make sure that you approach the subject with care and concern by using our violation of sick day policy example letter.

How to Best Use of Our Violation of Sick Day Policy Example Letter

Having sound knowledge of the structure and format of our violation of sick day policy example letter is the key to effectively using it. Because it is a formal business letter it must be formatted in a way that not only expresses authority, but shows genuine concern for the employee’s welfare. We use the block style in our example, as it is a widely used in business correspondence. Its name is derived from the way in which the text is written in sections or “blocks,” each block subsequently separated by a single space and to the left of the page. This gives the letter a professional and serious appearance, while making it easily editable with a bit of cutting and pasting; you can readily replace the contents of our violation of sick day policy example letter with your own sentiments.

Once you understand its format you can Download This Violation of Sick Day Policy Example Letter and edit I on your personal computer using Microsoft Word or a similar program.

Our violation of sick day policy example letter starts with the correct way to address it. Your name and contact information are typed first, followed by the date, the name and contact details of the reader, ending with the greeting or salutation. It should look like this:

Mr. Jeremy Miller
Department Manager
Sandown Associates
42 North St.
New York, NY 21007
Tel: 213-259-6048
Email: jmiller@sandown.com

April 14, 2007

Mr. Mark Brown
19 Oak St.
New York, NY 21216

Dear Mr. Brown,

In the body of your letter, you must point out that the employee has been violating company rules, yet remain sensitive to the potential reasons for their behavior. This is not an easy task, as you must clearly explain the seriousness of the offense while demonstrating that you are sincerely concerned about them.

When composing your letter, make sure that you include specific details such as; the amount of sick days the employee has taken, how many are allowed according to their contract, and days that they reported sick without an excuse. It is also important to extend a helping hand without making the employee feel embarrassed or uncomfortable.

This is a tall order yes, so take notice of how we accomplish it in the body of our violation of sick day policy example letter:

Your supervisor Mrs. Helen Bates has brought to my attention that you have failed to meet the company’s expectations regarding the use of sick days.

After bringing the matter to the attention of Human Resources, they have discovered a recurring pattern that alludes to a misuse of sick days for personal reasons. We have discovered seven instances during the past year where you have called in sick following a weekend or holiday. 

As Mrs. Bates told you, company policy clearly states that sick days may solely be used for actual illness, medical problems, or doctor’s appointments. They most definitely are not to be used to extend weekends or holiday time. 

In your working contract you have agreed to provide the company with documentation of medical treatment or illness. In the future your attendance record will be monitored by Mrs. Bates in conjunction with Human Resources. If any questionable use of sick days is noticed, you will be required to provide documentation from your doctor or other medical provider.

If it is determined that any further sick days have been improperly taken, we will commence disciplinary action up to and including dismissal.

We hope that you will manage to meet our needs, and if there are matters you need to discuss, you can contact me directly on 213-259-6048 ext. 001. We truly wish the best for you, and hope for your success as a member of the Sandown associates team.


Jeremy Miller
Department Manager

Once you’re ready to begin your own letter you can Download This Violation of Sick Day Policy Example Letter and edit it to contain the details of your personal situation.

Tips and Useful Sentences You Can Use with our Violation of Sick Day Policy Example Letter:

  • Be clear about the seriousness of the offense while remaining compassionate and open to helping the employee.
  • Don’t immediately threaten the employee with dismissal, rather encourage them to “up their game.”
  • Backup your claims with documented facts.

Category: Letters of Reprimand Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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