Job abandonment letter template: how to write and legal considerations

When an employee stops showing up to work without explanation, it can create a difficult situation for any business. Knowing how to handle this with a clear, legal process is essential to avoid any complications.

This guide will walk you through what job abandonment is, how to write an effective final warning letter and the key legal considerations you need to be aware of. By the end, you’ll have the knowledge and tools to manage this delicate situation professionally and compliantly, including a downloadable template to help you get started.

Understanding job abandonment

Job abandonment occurs when an employee is absent from work for an extended period without notifying their employer and without a valid reason. This is a serious issue that can be treated as a voluntary resignation, allowing the employer to end the employment relationship.

Job abandonment is different from other forms of separation. Unlike a resignation, there is no formal notice from the employee. It’s also different from a termination, which is initiated by the employer. In cases of job abandonment, the employee’s actions (or lack thereof) are the primary factor.

While the specific duration can vary, in Canada, a common period used by employers to define job abandonment is a continuous absence of three to five working days without any communication. This is a general guideline, and it’s always best to consult legal counsel or an HR professional to ensure you’re following provincial and territorial laws.

How to write a job abandonment letter (step-by-step)

A well-drafted letter is a crucial part of the job abandonment process. It serves as a formal record of your attempts to contact the employee and gives them a final opportunity to explain their absence.

Step 1: Confirm the situation qualifies as job abandonment

Before taking any action, first ensure the employee’s absence meets your company’s definition of job abandonment. This means they’ve been absent for the required number of days and have not been in contact despite your best efforts.

Step 2: Document attempts to contact the employee

Before sending the formal letter, you should have already attempted to contact the employee. Keep a record of these attempts, including the dates and times of phone calls, emails or messages. This documentation is vital for demonstrating due diligence if a legal dispute arises.

Step 3: Include essential elements clearly (dates, facts, expectations)

Your letter should be factual and leave no room for misunderstanding. It must include:

• The date the letter is being sent
• The employee’s full name and address
• A clear subject line, such as “Abandonment of Employment – Final Warning”
• A reference to any previous attempts to contact the employee
• The specific dates the employee has been absent from work
• A firm deadline by which the employee must respond
• The consequences of failing to respond to the letter

Step 4: Ensure the tone of your letter is professional 

Maintain a professional and neutral tone throughout the letter. Avoid emotional, accusatory or speculative language. The purpose of the letter is to state the facts and prompt a response, not to assign blame.

Step 5: Explain potential outcomes (impact on employment status)

The letter should clearly state that if the employee does not respond by the specified deadline, the company may conclude that they have abandoned their employment and their job will be terminated. This sets a clear expectation and timeline.

Free job abandonment letter template

Here’s a preview of the letter template you can download and customize based on your requirements:

Best practices when writing a job abandonment letter

To ensure that you cover all your bases, make sure you follow these best practices when drafting the job abandonment letter. 

• Keep it factual and professional: Stick to the facts of the employee’s absence and your attempts to contact them.
• Avoid emotional or accusatory language: The letter should be a business communication, not a personal one.
• Adhere to internal policies and legal requirements: Ensure your letter and process comply with your company’s policies and all relevant provincial and federal laws.
• Send via verifiable method (email + registered post): To create a clear paper trail, send the letter via a method that provides proof of delivery, such as registered mail, in addition to email.

Managing job abandonment requires a structured, compliant process. By understanding the legal considerations and using a clear, well-documented approach, you can protect your business from potential legal issues while treating the situation fairly.

The template we’ve provided is designed to help you create a formal and professional final warning letter. Use this resource to ensure you’re following best practices and maintaining a clear record. 

The information in this template is current as at 1 August 2025, and has been prepared by Employment Hero Pty Ltd (ABN 11 160 047 709) and its related bodies corporate (Employment Hero). The content is general information only, is provided in good faith to assist employers and their employees, and should not be relied on as professional advice. Some information is based on data supplied by third parties. While such data is believed to be accurate, it has not been independently verified and no warranties are given that it is complete, accurate, up to date or fit for the purpose for which it is required. Employment Hero does not accept responsibility for any inaccuracy in such data and is not liable for any loss or damages arising directly or indirectly as a result of reliance on, use of or inability to use any information provided in this template. You should undertake your own research and seek professional advice before making any decisions or relying on the information in this template.