A leave restriction letter may be issued by an employer when there's so much work to be done by an employee or the employee is requesting for too many leave days or has taken excessive leave in the past and they want to limit them from taking any more time off.
Here are sample leave restriction letters to an employee, which can be used when an employee's leave usage requires monitoring or restriction due to excessive absenteeism or misuse:
[Company Letterhead]
[Date]
[Employee’s Name]
[Employee’s Position]
[Department]
[Company Name]
Subject: Leave Restriction Notice
Dear [Employee’s Name],
This letter is to formally notify you that, effective immediately, you are being placed under a leave restriction policy. This action is being taken due to a pattern of excessive absenteeism and/or failure to adhere to our company’s leave policies. We have noticed that your leave usage has exceeded the acceptable standards, resulting in [number of days] of unscheduled absences over the past [time period, e.g., three months].
The purpose of this leave restriction is to ensure that you adhere to the company’s leave policies moving forward. The following conditions will apply while you are under this leave restriction:
Advance Leave Approval: All requests for leave must be submitted in writing and approved by your supervisor at least [number of days] days in advance. Any emergency leave must be accompanied by appropriate documentation.
Medical Certification Requirement: If you are absent due to illness, you will be required to provide a medical certificate verifying the need for leave. The certificate must include the dates you are excused from work and be submitted on the day you return.
Leave Documentation: Any unscheduled absences must be documented and justified. Failure to provide adequate documentation may result in the leave being considered unauthorized.
Monitoring and Review: Your leave usage will be closely monitored for the next [number of months, e.g., six months]. If there is a significant improvement, the leave restriction may be lifted; otherwise, disciplinary action may be taken, up to and including termination of employment.
We encourage you to take this opportunity to improve your attendance and comply with company policies. Should you have any questions regarding this leave restriction or need assistance, please do not hesitate to discuss them with your supervisor.
Please sign and return a copy of this letter to acknowledge your receipt and understanding of the terms of this leave restriction.
Sincerely,
[Your Name]
[Your Position]
[Department]
[Company Name]
Acknowledged and Accepted by:
[Employee’s Name]
Date: _______________________
[Company Letterhead]
[Date]
[Employee’s Name]
[Employee’s Position]
[Department]
[Company Name]
Subject: Leave Restriction Notice
Dear [Employee’s Name],
While I appreciate that everyone gets sick, the company is very concerned with the amount of time you’ve had off, without producing a single doctor’s note outlining any specific illness.
We believe it is unlikely that you are being honest and therefore have no choice but to restrict your ability to take leave for the foreseeable future.
Sincerely,
[Your Name]
[Your Position]
[Department]
[Company Name]
These template provides a clear structure for outlining the leave restriction terms and encourages the employee to adhere to attendance policies. It’s important to document these actions and give the employee an opportunity to improve.
Letter of Absence from School Due to Sickness
Query Letter for Lateness to Work
Happy New Month Messages / Wishes
Letter of Absence from Work Due to Illness
Letter of Absence from Work Due to Family Emergency
Admission Letter from School / University
Condolence Message on Death of Mother
Condolence Letter on Death of Employee
Condolence Message on Death of Wife
Warning Letter to Employee for Misconduct
Condolence Message to a Colleague