How to Write a No Call No Show Write Up

A no call no show write-up is a formal written warning issued when an employee fails to report for a scheduled shift and does not notify their employer in advance. It creates an official record of the incident, communicates consequences, establishes expectations for future behavior, and protects the company in the event the discipline is later challenged.

Unlike a verbal warning, a written write-up becomes part of the employee's personnel file. In most progressive discipline systems, it represents the first or second stage before suspension or termination.

No one likes having to discipline an employee, but when a serious infraction occurs, like not calling or showing up for work, it’s necessary. If this is the first time that a particular employee has had an issue, issuing a no call no show write-up, or warning letter is a great way to document the problem. 

In this guide, we will walk you through the steps of writing an effective no-call, no-show write-up, with an example letter you can use. We’ll cover what to include in the warning letter, how to approach the conversation with the employee, and tips to prevent future no-call no-shows. By the end, you’ll be equipped to handle these situations smoothly and avoid hair-on-fire moments due to unreported and unplanned absences.

Introduction to No Call No Show

A no call no show happens when someone just doesn't show up for their shift and doesn't bother calling in. You know how it goes - you're expecting them on the line, and they're nowhere to be found. This messes up everything. Supervisors are scrambling to find coverage, and the rest of the crew ends up carrying extra weight. It throws off production numbers and makes everyone else's job harder. Plus, it creates bad blood between workers who have to pick up the pieces.

Getting a handle on no call no shows starts with knowing what counts as one. You need a clear policy that everyone understands - no guesswork about when to call in or what happens if you don't. Make sure people know the rules and stick to them. That said, real emergencies happen. The key is finding the middle ground between holding people accountable and understanding that life throws curveballs sometimes. When everyone knows what's expected and sees the policy applied fairly, you get better attendance and less drama on the floor.

What Is A No Call No Show Write Up?

A no call no show write up is your go-to document for officially addressing an unannounced and unreported employee absence - otherwise known as a no call no show. The warning letter records all the essential details of the absence. Including the employee's name, date of absence, and which company attendance policy or policies were broken by the absent employee.

It should also include the impact the absence had on the company. Did the no call no show disrupt any critical projects? Did it cause delays or require a team member to cover additional jobs? When you highlight the consequences of the employee's absence, it can help demonstrate how critical this situation is and reinforce why accurate employee absence tracking processes are so important.

We all have blinders on sometimes and forget how our actions affect others and need a reminder. The write up should also mention any previous no call no show infractions to demonstrate a pattern (if there is one). Lastly, provide the employee an opportunity to explain their absence.

When Do You Need A No Call No Show Write Up?

A no call no show write-up is necessary whenever an employee fails to report their absence without prior notice or a valid reason.  Here are some specific scenarios when you should consider issuing a no call no show warning letter:

1. First-Time Offense: If this is the first time the employee has failed to show up or call in, a write-up serves as a formal warning and documentation of the incident as set in the company no call no show policy. This helps set clear expectations for future behavior.
2. Repeated Absences: If the employee has a history of excessive absenteeism, it's crucial to have documentation of each occurrence. A pattern of no call no shows indicates a serious issue that needs to be addressed promptly, and may even require a termination letter.
3. Impact on Operations: When an employee's absence causes significant disruption to your operations, it's important to document the impact. This includes situations where other team members have to take on extra work or where critical tasks are delayed.
4. Policy Violations: If your company has a specific attendance policy that the employee has violated, a write-up is necessary to enforce these rules consistently. This ensures fairness and accountability across the team.
5. Failure to Improve: If the employee has already received a verbal warning or previous write-ups for similar issues, another no call no show write-up is needed. This helps build a case for further disciplinary action if the behavior doesn't improve.

Issuing a no call no show write-up helps maintain a structured and professional work environment. It communicates to your employees that attendance is critical and that unreported absences will not be overlooked.
 

Understanding No Call No Show Behavior

No-shows don't just happen out of nowhere. People skip shifts without calling for all kinds of reasons. Some make sense, others don't. You've got workers who panic about facing a tough situation on the floor, or they're scared they'll get written up for something. Maybe they've checked out mentally from the job, or they made a snap decision after a rough night. Then you have folks who think they can just take time off whenever they want, or they honestly don't get why calling matters.

You need to separate the real emergencies from the weak excuses. Medical crisis or family emergency? That's different from oversleeping or just forgetting you had a shift. When you can tell the difference, you can show some understanding when it's warranted while still making it clear that unexcused no-shows aren't acceptable, and you can apply proven strategies to reduce no call no shows overall.

Your no-show policy needs to spell out exactly what counts as a no-show, how people need to report their absences, and what happens when they don't follow the rules. When everyone knows the expectations and consequences up front, you'll see fewer no-shows and less drama about who gets disciplined for what. It keeps things fair across your whole crew.

No Show No Call Write Up Templates And Examples

A no call no show warning letter can be a standard process. Having a template on hand for when this event occurs can help make this time consuming process move faster. Using a standardized write up template helps ensure consistency in the process and can streamline the process, saving time for managers. Additionally, a policy template can serve as a useful starting point for creating customized no call no show policies tailored to your workplace needs. Let’s look at some examples:

Examples of No Call No Show Write Ups

There are a handful of approaches when sending out a no call no show document. A formal and professional approach is one of the more standard ways to handle this process. Describing the incident, the impact it had on the team, and disciplinary actions to follow is needed in this situation.

There is always a casual and friendly report. This could be used in a less formal setting, however, it is not recommended especially for repeat offenders. A strict and disciplined approach is on the opposite side of the spectrum from casual and friendly. This option is more harsh and maybe shouldn't be used for one time offenders.

However, if this is a continual problem with this specific employee, this approach might be recommended. There is also the empathetic and supportive approach. Having this type of language sprinkled in throughout is important, especially for people who are receiving this letter for the first time, to make sure the employee still feels supported.

What to Include in a No Call No Show Write-Up

Creating a comprehensive no call no show write-up is essential for documenting the incident and maintaining clear communication with the employee. Here are the key elements to include in the write-up:

1. Employee Information

Include basic details about the employee involved:

• Employee Name
• Employee ID
• Department
• Position

2. Date of Incident

Clearly state the date when the no call no show occurred. This helps in tracking patterns of behavior if similar incidents happen in the future.

3. Description of Incident

Provide a detailed description of what happened. Mention the scheduled shift, the fact that the employee did not report to work, and that no notice was given.

4. Policy Referenced

Refer to the specific attendance policy that was violated. Include a brief description of the company policy, which outlines the procedures for reporting absences and emphasizes the importance of obtaining prior approval for any planned absences. Be sure to mention the required steps employees must follow to notify management about their absence.

5. Previous Incidents

If applicable, document any previous no call no show incidents or related attendance issues. This provides context and demonstrates whether there is a pattern of behavior.

6. Impact of Incident

Describe how the employee's absence affected the team and operations. This section should highlight the consequences of the no call no show on productivity and workload distribution.

7. Employee's Explanation

Include a section for the employee to provide their explanation or reason for the absence. This ensures that their side of the story is recorded.

8. Action Taken

Specify the disciplinary action being taken as a result of the no call no show. This could range from a formal written warning to suspension or final warning, depending on the severity of the infraction and the employee’s history. For repeated no call no show incidents, the termination process may be initiated, following proper documentation and adherence to company procedures.

9. Future Expectations

Clearly outline what is expected from the employee moving forward. Emphasize the importance of adhering to the attendance policy and the potential consequences of future violations.

10. Employee Acknowledgment

Include a section for the employee to sign, acknowledging that they have received and understood the write-up. Having the employee sign the document confirms their receipt and understanding, and provides a formal record of the communication. This step is important for accountability and proper documentation.

11. Supervisor/Manager Signature

The supervisor or manager who is issuing the write-up should also sign the document, confirming that the procedure has been followed correctly.

Including these elements in your no call no show write-up ensures that the incident is thoroughly documented, communicated effectively, and that all parties understand the implications and expectations moving forward.

Customizable Template For No Call No Show Write Up

Here is an example of a customizable template that you can use to make this process as efficient as possible:

[Your Company Name]

No Call No Show Write-Up

Employee Information:

• Employee Name: [Employee Name]
• Employee ID: [Employee ID]
• Department: [Department]
• Position: [Position]
• Date of Incident: [Date of Incident]

Description of Incident: On [Date of Incident], you failed to report to work for your scheduled shift and did not provide any notice or reason for your absence. This unapproved absence is considered a no call no show and is a violation of our attendance policy.

Policy Referenced: According to our attendance policy, all employees are required to notify their supervisor or manager at least [Specify Time Frame, e.g., "two hours"] before the start of their shift if they are unable to report to work. Failure to do so is considered a no call no show and may result in disciplinary action.

Previous Incidents:

• [Date and Description of any previous related incidents, if applicable]

Impact of Incident: Your absence without notice on [Date of Incident] caused significant disruption to our operations. [Describe the impact, e.g., "Other team members had to take on additional responsibilities," "Critical tasks were delayed," etc.]

Employee's Explanation (if provided):

• [Employee's Explanation]

Action Taken: As this is a serious violation of our attendance policy, the following action is being taken:

• [Specify Action, e.g., "Formal written warning," "Suspension," "Final warning," etc.]

Future Expectations: You are expected to adhere to our attendance policy and provide adequate notice if you are unable to report to work. Failure to comply with these expectations in the future may result in further disciplinary action, up to and including termination of employment.

Employee Acknowledgment: I acknowledge that I have received this no call no show write-up and understand the contents and implications.

Employee Signature: ___________________________
Date: ___________________________

Supervisor/Manager Signature: ___________________________
Date: ___________________________
 

Templates by Discipline Stage

Template 1: First Offense — No Call No Show Warning

[Company Name]  No Call No Show Write-Up

Employee Name: _____________ | Position: _____________ | Department: _____________
Date of Incident: _____________ | Shift Missed: _____________

This is your first formal written warning for a no call no show absence.

On [Date], you failed to report for your scheduled shift and did not notify your supervisor or designated contact in advance. This absence is a violation of our attendance policy, Section [X].

Impact: [Describe specific operational impact who covered, delays caused, overtime incurred]

Your explanation (if provided): [Employee's stated reason]

Expected going forward: Effective immediately, you are required to notify [supervisor name or designated contact] at least [X hours] before your shift if you are unable to report to work. Failure to comply may result in further disciplinary action, up to and including termination.

Review date: Your attendance will be reviewed on [Date, 30 days from write-up].

Employee Signature: _____________________________ Date: ___________
Manager Signature: _____________________________ Date: ___________

Template 2: Second Offense — Formal Written Warning

[Company Name]  No Call No Show: Second Written Warning

Employee Name: _____________ | Position: _____________ | Date: _____________

This letter is your second formal written warning for a no call no show absence. You received a prior written warning on [Date of First Warning].

On [Date of Second Incident], you again failed to report for your scheduled shift without prior notification. This repeated violation demonstrates a pattern of non-compliance with our attendance policy.

Action taken: This warning is being placed in your personnel file. Depending on circumstances, a suspension of [X days] may also be issued.

Final notice: One additional no call no show violation will result in termination of employment. No further written warnings will be issued before that step is taken.

Employee Signature: _____________________________ Date: ___________
Manager Signature: _____________________________ Date: ___________
HR Representative: _____________________________ Date: ___________

Template 3: Final Warning

[Company Name] Final Warning: No Call No Show

This letter is your final warning. You have received prior written documentation of no call no show violations on [Date 1] and [Date 2].

On [Date of Most Recent Incident], you again failed to report to your scheduled shift without prior notification.

Any further violation of our attendance policy, including any additional no-call, no-show absence, will result in immediate termination of employment. No additional warnings will be issued.

Employee Signature: _____________________________ Date: ___________
Manager Signature: _____________________________ Date: ___________
HR Representative: _____________________________ Date: ___________

Template 4: Termination Letter

[Company Name] Notice of Termination: No Call No Show

This letter serves as formal notice that your employment with [Company Name] is terminated, effective [Date].

You have received written warnings for no call no show violations on [Date 1], [Date 2], and [Date 3 or most recent date]. Despite these documented warnings, the pattern of unnotified absences has continued.

[OR for job abandonment]: You have been absent from work for [X] consecutive days [Dates] without notification to your supervisor or HR. This meets the definition of job abandonment under our attendance policy and is being treated as a voluntary resignation / grounds for immediate termination.

Your final paycheck will be issued in accordance with [state] law. Please return all company property to [contact person] by [Date].

Manager Signature: _____________________________ Date: ___________
HR Representative: _____________________________ Date: ___________

Completed Example: Manufacturing No Call No Show Write-Up

Draft completed example:

[ACME Manufacturing] No Call No Show Write-Up

Employee Name: Marcus R.
Position: Press Operator, 2nd Shift
Department: Production
Date of Incident: [Date]
Shift Missed: 3:00 PM – 11:00 PM

Description of Incident: On [Date], Marcus failed to report for his 3:00 PM press operator shift and did not notify his supervisor or the plant HR line in advance. No contact was received from Marcus prior to or during the shift.

Policy Referenced: Per Section 4.2 of the [Company] Attendance Policy, all employees must notify their direct supervisor or the plant absence line at least 1 hour before their scheduled shift start time if they are unable to report to work.

Impact on Operations: Marcus's absence on Press Station 3 required Supervisor [Name] to reassign a day-shift operator to cover at overtime rates, delaying the scheduled production run by approximately 40 minutes at shift start. This contributed to a production shortfall of [X units] on the evening shift.

Employee's Explanation: Marcus was reached by phone at 4:30 PM. He stated that he had a family emergency and was unable to call in. [Or: No contact was made with Marcus during the shift. He has been asked to provide an explanation by [Date].]

Previous Incidents: None on file. [Or: See prior written warning dated [Date].]

Action Taken: First written warning. Marcus's attendance will be reviewed in 30 days.

Future Expectations: Marcus is expected to follow the company call-off procedure for all future absences. Any additional no call no show within the next 90 days will result in further disciplinary action, up to and including termination.

Employee Signature: _____________________________ Date: ___________
Manager Signature: _____________________________ Date: ___________
 

Why Do You Need to Address No Call No Shows?

What may seem like a harmless disappearance to an employee is actually a large ripple effect through the company. No call no show incidents can quickly erode team morale and productivity, so addressing a no call no show absence is crucial for creating and maintaining a healthy work environment.

• Team Impact: Like throwing a wrench into the gears of a well-oiled machine, no call no shows affects everyone on your team, not just one person. Addressing these incidents makes sure everyone is on the same page and understands the importance of their communication and reliability.
• Company Culture: Every workplace has its own set of rules and expectations. Ignoring a no call no show situation sends a message that those rules don’t matter. Addressing a no call no show situation reinforces a culture of accountability and responsibility. It is essential to protect the company's interests, including operational efficiency, workplace culture, and legal standing.
• Pattern Recognition: One missed shift could be a fluke, but a series of no call no shows suggests a deeper issue. Documenting helps in recognizing the patterns and an opportunity to intervene before no call nos shows become a chronic issue.

Understanding the reasons behind no call no shows can help employers create a more supportive work environment.

• Operational Efficiency: No call no shows are like rogue waves rocking the boat threatening to capsize the whole operations. Smooth operations depend on everyone pulling their weight, and by addressing them promptly you help keep things running smoothly.
• Legal Protection: Keeping clear documentation of no call no shows protects your company in case of legal disputes or challenges down the line.

Addressing no call no shows is not about discipline. Rather, it is all about creating and maintaining a positive workplace culture, protecting your company’s interests and ensuring operational efficiency.

How A No Call No Show Write Up Differs From An Absenteeism Write Up

Think of a no call no show write up as a sudden bolt of lightning while absenteeism is more of a slow burn. Like a lightning bolt, no call no shows are unplanned absences where no prior notice is given. These are sudden absences that need to be addressed.

In contrast, absenteeism write-ups deal with a persistent and long-standing pattern of missing work - like a slow burn. Absenteeism warning letters set clear expectations and address ongoing behavior to ensure reliability and consistency in future attendance. Each of these are used to manage employee attendance. A no call no show write up addresses the sudden and unforeseen, on the other hand absenteeism write ups acknowledge habitual and persistent behavior.

Consequences of No Call No Show

The consequences can range on no call no shows depending on a each individual circumstand, did they provide a valid reason? Is it the second offense? How is the employee responding? Let’s explore some of them actions below:

• Verbal Warning: A friendly but firm reminder can be used for first-time offenders, but we recommend going the written route, even if it’s the first time. Having documentation eliminates the he said she said situations.
• Written Warning: This official document lays out the incident, reminds employees of the policy, and warns of further consequences if this behavior continues.
• Suspension: Following continuous no call no show write up, suspension might be necessary.
• Termination: No call no shows that become a pattern and disrupt the workplace time after time may lead to termination as the final step. This is a last resort but necessary to maintaining an efficient workplace. Repeated no call no show incidents may be considered job abandonment, which typically requires an investigation process to ensure fairness and legal compliance before terminating employment.

Having clear consequences, you emphasize the importance of reliability in the workplace and that communication is key.

What Are Valid Reasons For No Call No Shows?

Though it may seem like there are not Far and few in between, there are a couple of legitimate reasons to no call no show. Let’s explore a few of them.

• Medical Emergencies/Unplanned Hospitalization: Unexpected hospitalizations or illnesses can throw your day immediately into chaos. Notifying your boss in these situations isn’t exactly at the top of mind. Employers may request a doctor's note to verify an employee's sick leave.
• Car Accidents: Sudden car accidents are emergencies that can prevent employees from notifying their employer before missing work.
• Family Emergencies: A serious illness or accident of a loved one requires all hands on deck. Phone calls and logistics have to be planned at the last minute, and calling out of work might slip through the cracks.
• Personal Safety Issues: While rare, crimes or break-ins do happen. Work can take a backseat when you are trying to get yourself back to safety.
• Natural Disasters: Think earthquakes, hurricanes, tornadoes, or more. Mother Nature’s plans do not always align with yours. This can disrupt signals to call into work. And, besides, usually in this situation, your first priority is to stay safe rather than call out of work.
• Technological Glitches: One of the more frustrating things in this world is when technology doesn’t work. We’ve all had that moment where we wanted to throw our phone across the room at some point. When you can’t get the message out, you’re stuck with a no call no show situation.

It is important for employers to bring a bit of empathy and understanding to the table because sometimes life just happens.

Note: The Fair Labor Standards Act (FLSA) and the Family and Medical Leave Act (FMLA) are important laws to consider when dealing with no call no show situations. Employers must ensure that their no call no show policies comply with state and federal laws to avoid legal issues.

The post-incident conversation: what to actually say

Most managers overthink this conversation. Keep it short and fact-based. Here's a reliable opening:

"I'm glad you're okay. You missed your shift on [date] and we didn't hear from you. I need to understand what happened. Can you walk me through it?"

Then listen. Document their exact words not your interpretation of them. If they say "my car broke down," write that down exactly.

After they explain:

• If the reason is a genuine emergency (hospitalization, serious family crisis): acknowledge it, ask if they're okay, and note that even in emergencies, notifying the team "when practicable" is still required. Provide the write-up but frame it as a record, not a punishment.
• If the reason is avoidable (overslept, forgot): document the reason, issue the write-up per policy, and be clear about what happens next.
• If they offer an FMLA- or disability-related reason: stop the disciplinary track and start the leave or accommodation process. Contact HR before proceeding further.

If the employee refuses to sign the write-up: note "Employee declined to sign on [date]" on the document, have a witness sign, and file it. The write-up is still valid.

What to Do When the Employee Shows Up After a No Call No Show

Suggested copy:

One of the most common and uncomfortable situations managers face is when an employee who was a no call no show simply shows up for their next scheduled shift without explanation.

Here's the right sequence:

1. Don't let them clock in without a conversation. Pull them aside before the shift begins. The conversation doesn't have to be long, but it needs to happen.
2. Ask for an explanation first. You may not have the full picture. A genuine emergency hospitalization, accident, or domestic crisis may have prevented all communication. Give them the opportunity to explain before issuing discipline.
3. Ask specifically about FMLA or medical situations. If the absence was related to a serious health condition, their or a family member's FMLA may apply retroactively. If they mention anything medical, start the FMLA process before issuing the write-up.
4. Issue the write-up if no protected reason applies. Once you have their explanation, if the absence was unexcused, issue the write-up at that meeting. Don't delay, documentation should happen as close to the incident as possible.
5. Confirm expectations going forward. End the conversation with clear, written expectations for what happens next and what the consequences of another NCNS will be.

If the employee never returns: After [your policy's defined number] of consecutive no call no show days without contact, send a formal written notice to the employee's address of record, documenting the dates of absence, all contact attempts, and the determination that the job has been abandoned. Consult HR and your legal team before mailing.

Legal Considerations

It is important to know some of the labor laws that are relevant in this case scenario. We’re not all lawyers and it is simply not our job to know all the rules and regulations. There are a couple of key legal considerations to keep in mind during the no call no show absent process.

• Know Your Employment Contracts and Policies: Start with the basics that clearly explain the no call no show rules and consequences. This can provide a legal basis for disciplinary actions that may need to be taken.
• Stay Within State and Federal Laws: Laws such as wrongful termination and employee rights are important to keep in mind. Stay within the legal loop to stay in the right. It is highly recommended to consult an employment attorney to ensure your no call no show policies comply with all relevant local, state, and federal labor laws.
• Document, Document, Document: This can be vital in the case of legal action.

At the end of the day, legal counsel is your ally. Keeping legal tips and tricks in your toolkit can help you deal with no call no show situations like a pro.

Relevant Labor Laws

There is no need to know all the ins and outs of labor laws. Here are a couple, however, that would be helpful to be aware of when going through this process.

• Fair Labor Standards Act (FLSA): Your go-to law for minimum wage, recordkeeping, and overtime pay regulations.
• Family and Medical Leave Act (FMLA): If the no call no show is due to a reason relevant with FMLA, the employee might be protected. FMLA gives employees up to 12 weeks of job protected, unpaid leave.
• Americans and Disabilities Act (ADA): Any employee with a disability is required to be accommodated. It is important to think if the absence is linked to a disability and if the proper accommodations can and were made. Being fair and inclusive is key.
• Occupational Safety and Health Act (OSHA): Think safety. It is imperative to ensure any disciplinary actions don't violate any employee's rights - especially if safety concerts are involved in this situation.

While this list is not exhaustive, keep laws like these and others in your toolkit. This will ensure fairness and legality when dealing with no call no show absences.

FMLA and No Call No Show: What You Need to Know

FMLA leave is job-protected, but it doesn't automatically excuse all communication failures. The law requires employees to give "practicable" notice, meaning as soon as the circumstances allow. If an employee had a medical emergency severe enough to prevent any communication, FMLA protections likely apply even without advance notice. If they simply forgot or chose not to call, less so.

Before issuing any write-up, ask:

• Has this employee previously been approved for FMLA leave?
• Could this absence be related to a chronic condition covered by an existing intermittent FMLA designation?
• Did the employee provide any medical reason when they eventually made contact?
• Is this pattern of absences (same day of week, following certain triggers) consistent with a known medical condition?

If the answer to any of these is yes, pause the disciplinary process and contact HR before proceeding. Issuing a write-up or terminating employment for an absence that should have been classified as FMLA leave exposes your company to retaliation claims.
 

Mitigating Potential Legal Risks

There are two important elements to mitigate potential risk: communication and crystal clear policies. Communication in this sense goes both ways. Whether it is employee to employee, manager to employee or vice versa, there should be continual open lines of communication.

One of the things that should be continually communicated through this process is the company policies. Continuing to set these expectations of employees will makes sure everyone knows the drill. When people are not left in the dark, they can make clear decisions on their own as to how they want to proceed.