Missing work occasionally is normal.
Everyone gets sick or needs a personal day.
But what happens when absences become a pattern? When does an employee’s time away from work cross the line?
Excessive absenteeism is more than just a few missed days.
It’s a recurring problem that affects your team, your budget, and your business operations.
It is a challenge that needs to be addressed. Read more to know when to address it and how to handle it fairly.
This guide explains what counts as excessive absenteeism, how it differs from approved leave, and the practical steps you can take to manage it.
You’ll learn when to have supportive conversations, when to apply discipline, and how to protect your workplace while respecting employee rights.
What is Considered as Excessive Absenteeism at Work?
Excessive absenteeism refers to an employee’s recurring, often unscheduled, and sometimes unexplained failure to report to work when expected.
While legitimate, documented time off is normal, this is a pattern that falls outside standard policy and expected norms.
In other words, excessive absenteeism means the repeated, avoidable, or poorly communicated absences that go beyond normal, expected time off, like approved vacation or the occasional sick day.
It signifies a failure to meet the fundamental job requirement of showing up for work.
You may also hear synonyms for excessive absenteeism, such as chronic absenteeism, recurring absences, or persistent no-shows.
What is a Leave of Absence?
A leave of absence is a formal, pre-approved period away from work, usually lasting weeks or months, for specific reasons like a serious health condition or military service.
It is planned, documented, and typically legally protected (e.g., by FMLA).
A leave of absence is different from excessive absenteeism because it follows a formal process with clear approval.
It is planned, documented, and supported by law or policy, while excessive absenteeism is unplanned and often uncommunicated.
One reflects an organised request for time away. The other signals a pattern that disrupts normal attendance expectations.
When Does Absenteeism Become “Excessive”?
There is no single law that sets the exact number of days someone can miss. Each workplace creates its own rules.
Workplaces set their own thresholds because there is no single legal standard. Many employers consider absenteeism excessive when:
- The employee repeatedly misses work beyond what the policy allows
- Absences show a pattern, such as frequent last-minute call-outs
- Attendance falls far below team norms
Some workplaces set a specific limit, such as a certain number of unexcused absences within 30 or 90 days. Others look at their industry standards or average attendance levels.
It’s important to remember that protected leave should never be counted as excessive.
Absences covered by medical leave, disability accommodation, jury duty, or similar laws must be handled separately.
Signs that Absenteeism is Crossing the Line
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Patterns: Frequent last-minute call-outs, chronic absences on the same day of the week (e.g., every Monday or Friday), or regular tardiness.
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Impact-Based Signs: Other employees constantly needing to cover shifts, missed internal or client deadlines, or an increase in overtime required to complete the absent employee’s work.
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Failure to Follow Call-In Procedures: This means the employee frequently fails to notify a supervisor or HR according to the established company procedure (e.g., calling a specific hotline, notifying the direct manager 30 minutes before the shift starts).
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Lack of Required Documentation: The employee keeps missing work but does not give medical notes or other proof when asked.
The Causes of Excessive Absenteeism
Recurring absences are often a symptom of a deeper problem; it’s rarely just “poor attitude.”
A sympathetic but firm management approach involves investigating the root causes.
| Cause Category | Examples | Notes |
|---|---|---|
| Personal and Health-Related Causes |
– Ongoing illness or medical visits |
Some of these may count as protected leave, so employers must review situations carefully. |
| Work Environment and Culture | – Burnout or heavy workload – Low morale – Stressful or unsafe conditions – Bullying or harassment – Little or no schedule flexibility |
When employees feel stressed or unsupported, absenteeism often increases. |
| Policy and Communication Issues | – Unclear attendance rules – No proper call-out process – Rules are not enforced the same way – Delayed conversations about early attendance problems |
Poor communication and unclear policies usually lead to higher absence rates. |
Consequences of Excessive Absenteeism
The impacts of chronic, unscheduled absence are widespread, affecting finances, team dynamics, and legal risk.
Impact on Productivity and Costs
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Increased Overtime and Staffing Costs: Reliable staff must work longer hours or temporary workers must be hired.
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Delayed Work: Projects stall, deadlines are missed, and customer service quality drops.
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Quality Issues: Staff covering shifts may be unfamiliar with the tasks, leading to errors.
Impact on Team Morale and Fairness
Excessive absenteeism creates resentment.
Reliable employees feel penalized when they are forced to take on extra work due to a coworker’s persistent absence.
This can lead to increased stress, burnout, and ultimately, higher turnover among the most dedicated staff.
HR and Legal Risks Due to Absence in the Workplace
Inconsistent treatment of absences or poor documentation creates significant legal risk.
If an employer fails to recognise a protected reason for absence (such as a qualifying FMLA condition) before issuing discipline, they risk a lawsuit.
Termination for excessive absenteeism is lawful only when the employee has passed a clear and consistently enforced attendance limit.
Employers must also remove any protected absences from the attendance record before taking disciplinary action.
How to Handle Excessive Absenteeism at Work?
Management should focus on clear expectations, supportive investigation, and consistent application of policy.
First, clarify expectations. You cannot manage what you have not defined.
It is the step is to ensure a clear absenteeism policy is in place, covering definitions of what counts as an absence, call-in procedures, and escalation steps.
Talk to the Employee Before Taking Disciplinary Action
Before proceeding to formal discipline, engage in a supportive, fact-finding meeting with the employee:
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Review Attendance: Show the employee their specific attendance record and explain which policy sections they have breached.
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Ask About Root Causes: Ask “Is there anything causing these absences that we need to be aware of or accommodate?” This opens the door for the employee to disclose a protected health condition.
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Explain Impact: Detail how the absences affect the team and the business.
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Consider Support: Discuss possible accommodations, flexible work options, or Employee Assistance Program (EAP) resources if a personal issue is disclosed.
When to Terminate an Employee for Excessive Absenteeism?
If the absences are truly unexcused and policy-breaking, implement progressive discipline:
Step 1: Verbal Warning/Coaching.
Step 2: Written Warning (with documentation).
Step 3: Final Written Warning/Performance Improvement Plan.
Step 4:If the excessive, unexcused, and policy-breaking pattern of absenteeism continues despite all prior warnings and documented attempts at resolution, initiate the termination process.
Crucial Reminder: Absences that are covered by law (e.g., a formal leave of absence for FMLA) must be excluded from any negative disciplinary action.
Example Warning Letter for Excessive Absenteeism
This sample attendance shortage warning letter can be used when an employer needs to address attendance problems directly and document the issue formally.
Also check out: How to create a letter of character reference?
Subject: Written Warning – Attendance Issues
Dear [Employee Name],
This letter serves as a formal notice that your attendance record shows several unexcused absences between [date] and [date]. These absences do not meet the standards outlined in our attendance policy.Reliable attendance is essential for your role and for maintaining team productivity. Please understand that continued absenteeism may result in further disciplinary steps, up to and including termination.
We request that you meet with your manager or HR within the next [time frame] to discuss this matter and confirm your plan for improvement.
Sincerely,
[Manager Name]
[Company Name]
Example warning letter in a supportive and empathetic tone:
Subject: Attendance Notice – Let’s Discuss Your Recent Absences
Dear [Employee Name],
We’ve noticed several absences between [date] and [date], and we wanted to check in with you. Your attendance is important for team workflow, but we also want to understand if you’re facing challenges that may be affecting your ability to be at work.This letter is a formal reminder of our attendance expectations. However, it’s also an invitation to talk. If personal, health, or family issues are playing a role, please let your manager or HR know so we can discuss possible support or accommodations.
We value your contribution, and our goal is to work together toward a solution that helps you succeed.
Warm regards,
[Manager Name]
[Company Name]
Conclusion
Managing excessive absenteeism is tough. It demands balance: you need firm policy, but also empathy.
This establishes that chronic, unexcused absence is a pattern that breaks trust and drains team resources.
This is distinctly different from a planned, protected formal leave of absence.
To fix the problem, consistency is vital. Implement a clear excessive absenteeism policy.
Talk to your employees early; find the root cause, and always remember to exclude protected time off.
By acting thoughtfully, your organization ensures reliable coverage and supports staff facing genuine issues.
This creates a healthier workplace for everyone.
What strategies have you found most effective for tackling chronic attendance issues in your workplace? Share your experiences and advice below!
