When an employee fails to report for their shift without notification, it creates a disruptive situation. This “no-call, no-show” scenario requires a clear approach to ensure it is handled fairly and in compliance with company policy and labor laws. A structured response protects the business while respecting the employee’s rights, regardless of the reason for their absence.
Immediate First Steps to Take
On the day of the unexpected absence, your first priority is to establish contact with the employee. This is to check on their well-being and formally acknowledge their absence. Attempts to reach them should be made through various channels, such as phone calls, text messages, and emails. These initial outreach efforts are about gathering information, not making disciplinary decisions.
If you cannot reach the employee directly, attempt to contact their designated emergency contact. Handle this with care to avoid causing unnecessary alarm; simply state that the employee did not arrive for their shift and you are confirming their safety. You must also inform your Human Resources department, as they can review the employee’s file for any pre-scheduled leave.
While these communication attempts are underway, you need to address the operational gap left by the absent employee. Assess the team’s workload and make immediate arrangements to cover their duties to maintain workflow and service levels. This might mean reassigning tasks among present team members or calling in another employee if your policies allow.
Document Everything
From the moment you realize an employee is absent without notice, meticulous documentation is required. This record-keeping is the foundation for any subsequent actions and serves as evidence that the company followed a fair and consistent process. This documentation protects the organization from potential legal claims by showing that decisions were based on policy violations, not arbitrary judgment.
Create a detailed, factual log of every attempt to contact the employee. For each attempt, record the date, time, method used, and the outcome. Also, document any communications received from the employee, including when it was received and its content. This log should be maintained as part of the employee’s official personnel file.
Consult Your Company Policy
After taking immediate action, turn to your internal guidelines. Your employee handbook is the primary resource for a no-call, no-show situation, as it should define the company’s attendance expectations and the consequences of failing to meet them. The policy should specify how and when employees are required to report an absence.
A well-drafted policy will define what constitutes a “no-call, no-show” and will likely include a “job abandonment” clause. This clause states that an employee who is absent for a specific number of consecutive workdays without communication will be considered to have voluntarily resigned. The most common threshold is three consecutive missed days, but this can vary.
The policy provides a consistent framework that ensures all employees are treated equally in similar situations. It removes guesswork and personal discretion from the decision-making process, aligning your actions with the company’s official stance on unexcused absences.
Follow a Progressive Disciplinary Process
If an absence violates the no-call, no-show policy and the employee remains out of contact, you must follow a formal disciplinary process. Send a formal written communication to their last known address via a method that provides delivery confirmation, such as certified mail. This creates an official record of the attempt to communicate.
The letter should state the dates of the unexcused absence, reference the specific company policy violated, and ask the employee to contact you by a deadline. This warning serves as official notice that their job is at risk. Adhering to this process demonstrates the company is acting fairly and consistently before considering termination.
Handling Termination and Final Pay
If the employee fails to make contact by the specified deadline, the company can proceed with termination for job abandonment. Formalize this with a termination letter sent to the employee. The letter should confirm their separation, the effective date, and provide details on final pay and returning company property.
Managing the final paycheck is a primary concern, as regulations vary significantly by state. Some states require final pay on the day of termination, while others allow it on the next scheduled payday. For example, California requires immediate payment, while Arizona allows it within seven working days.
You must consult your specific state’s labor laws to ensure compliance. These laws dictate the timing and what must be included in the final wages, such as accrued vacation time. Failure to comply with these requirements can lead to significant penalties and potential lawsuits.
What If the Employee Returns?
In some cases, an employee who was a no-call, no-show may eventually return or make contact. When this happens, the immediate next step is to hold a private meeting to hear their explanation for the absence and their failure to communicate. This conversation allows you to gather the facts before making any decisions.
During this meeting, you must consider whether the absence was for a legally protected reason. For instance, a sudden medical emergency could be covered under the Family and Medical Leave Act (FMLA) or the Americans with Disabilities Act (ADA). If an employee’s reason for not calling in was due to a legitimate emergency, such as being incapacitated, disciplinary action may need to be adjusted.
The ultimate decision on how to proceed will depend on the reason provided, its credibility, and your company’s attendance policy. If the reason is valid and falls under a protected category, you may be required to reinstate the employee. If the reason is not protected, you would then proceed with the disciplinary action outlined in your policy.