Job abandonment: Signs, causes, and prevention strategies
As defined by the Society for Human Resource Management (SHRM), job abandonment “occurs when an employee does not report to work as scheduled and has no intention of returning to the job but does not notify the employer of his or her intention to quit.” Sometimes, this scenario is called “no call, no show.”
As any employer who has faced such a situation can attest, this type of absenteeism poses numerous problems. The need for more notice leaves the company scrambling for coverage to maintain productivity.
Often, co-workers get saddled with filling in the gaps. This extra workload taxes morale and increases the risk of these employees burning out or deciding to quit.
The uncertainty causes further turmoil. Without receiving official word of the no-show individual’s voluntary resignation, the organization must investigate the unexplained absences.
The person may be unable to contact the employer due to a medical emergency, family emergency, incarceration, or other crisis. Properly documented contact attempts must be made before any official termination of employment.
Reasons behind job abandonment
The majority of employment arrangements in the United States are at-will. Workers can quit for any reason, whether unhappiness in the current work environment or a better opportunity elsewhere.
Thus, telling your employer you are out the door should not be difficult. Why might an employee abandon a position rather than clearly state they are leaving permanently?
- Fear of confrontation
Some people do not like to give others news they do not want to hear. They feel uncomfortable or do not want to make a scene.
- Lack of professionalism
Once an office standard, the courtesy of two weeks’ notice becomes less of a given. Some workers, especially younger ones, do not know the “right” way to quit a job.
- Embarrassment
Employees sometimes leave when they lack the necessary skills for their jobs. Rather than admitting this inadequacy to their supervisor, they abandon the job. Other potentially embarrassing situations could include facing fallout from making a mistake or needing to take time off to deal with a substance abuse problem.
- Landing a new job
Workers hired elsewhere may turn their attention there rather than look back.
- Unhappiness
Disgruntled workers no longer care if they inconvenience their employer by failing to come in. They may even relish the commotion or see it as payback for mistreatment.
Establishing a job abandonment policy
It may surprise some people that no federal law defines job abandonment. (Checking your state for legal advice is always a good idea.) Instead, each company must lay out its job abandonment policy in detail.
Start by defining what is considered job abandonment. Namely, the number of days of unexcused absences without reporting to work or contacting one’s supervisor to explain or to quit triggers action.
Many places consider three to five consecutive days as job abandonment. Be sure to state this number in the employee handbook.
Job abandonment policies often mention medical reasons for absences, which helps avoid potential legal issues. Address the need to file short-term disability paperwork or request FMLA (Family and Medical Leave Act) within your policy’s specified days. Clarify that without it; the company considers consecutive absences as job abandonment.
How your organization handles job abandonment investigations should be spelled out and followed consistently in each potential instance. The sequence might look something like this:
- Attempt to contact the absent employee via multiple channels, such as text, email, and phone calls. If reached, ask the person to explain why he missed work and when he intends to return. If necessary, leave a message requesting a response on his answering machine or with a family member.
- If there is no response, wait 24 hours and repeat step one as needed a second, third (or more) time. Consider trying to get in touch with the employee’s emergency contact.
- Start termination procedures when the number of days of the employee’s absence exceeds your job abandonment policy.
- Send a registered letter to your employee’s address detailing your attempts to contact them. Include the missed work dates, and remind the person of your company’s job abandonment policy. Warn that failure to respond to the letter within a week will constitute job abandonment.
- If the individual does not communicate during that time, send a termination letter via registered mail.
Be sure to document everything you do. A thorough paper trail can prove helpful should anyone make a wrongful termination claim.
Creating a job abandonment letter
The final step in the process, the job abandonment letter, terminates the worker’s employment with your company. This letter should include things such as:
- The reason behind the termination
- The dates of the unauthorized absences
- A statement that job abandonment constitutes a voluntary resignation and, therefore, the person is not eligible for unemployment benefits
- What needs to be returned to the company (such as electronic devices, keys, uniforms, etc.)
- When to expect a final paycheck and information on the end of benefits
- The name of the person to contact with any questions regarding termination for job abandonment
While each company can create its template, the following is a sample of how a job abandonment letter might read:
October 15, 2024
David Sullivan
519 Cherry Tree Ave.
Arlington, VA 22202
Dear Mr. Sullivan,
According to our records, you have not reported to work for your position at XYZ Manufacturing since October 2, nor have you contacted your supervisor regarding these unauthorized absences.
Human Resources sent you a warning letter dated October 6 via registered mail detailing the company’s job abandonment policy – specifically, you missed three consecutive days of work without explanation. You failed to respond to our multiple attempts to communicate with you.
This letter serves as formal notice that your employment with XYZ Manufacturing has been terminated as job abandonment as of the date of this letter. This is considered a voluntary resignation, which makes you ineligible for unemployment benefits.
We have revoked your access to the building and company databases immediately. Please return your company-issued laptop within five business days to avoid legal action.
A separate letter regarding your benefits and your continuation of medical insurance through COBRA if you elect to do so is forthcoming. A final paycheck of any compensation you owe will be issued on the next payday via direct deposit. Tax documents for the year will be sent to the address above unless you provide an alternate.
If you require additional information, please get in touch with me through the means listed below.
Sincerely,
Janet Anderson
Human Resources Specialist, XYZ Manufacturing
(895) 730-2222
Preventing job abandonment
Of course, the best way to address job abandonment is to prevent it from occurring in the first place.
During onboarding, instruct new hires on company policy regarding absenteeism. Everyone should inform their supervisor when they will be absent and how they will communicate this information.
Discuss problems created by unauthorized absences and draw attention to the section on job abandonment policy in the employee handbook. Make people aware of possible repercussions if they quit without notice.
In many places, company policy dictates that failure to give proper notice prohibits the worker from ever being rehired by the organization in any capacity at any branch.
Likewise, remind them that job abandonment becomes part of their work history and may come up when future employers check references.
Prioritize open communication within the work environment. A supervisor who regularly meets 1:1 with direct charges establishes rapport and learns about issues before they become more significant problems.
Knowing, for instance, that someone is struggling with work-life balance may lead the manager and the worker to explore flexible scheduling options.
The employer can arrange proper training if the worker expresses uncertainty about performing specific tasks.. Showing concern builds loyalty to the company, and taking action often eliminates reasons for leaving.
Whether through job abandonment or more professional means of voluntary quitting, losing employees during this period of low unemployment is especially tough for employers. Encourage retention by:
- Creating a strong company culture where people feel heard and valued
- Evaluating compensation and benefits for fairness
- Conducting exit interviews with departing employees who provide a heads-up before leaving. Their reasons for moving on likely mimic those of co-workers committing job abandonment.
- Addressing workloads and other contributors to burnout
- Striving to increase employee engagement
The bottom line is always to remember that treating people right goes a long way toward retention – or at least employees respectfully leaving a job.
Additional resources – Opens in new tab:
Get your employee attendance policy right
Employee rights calling in sick: What you must know
Workplace etiquette: The ultimate guide to professionalism
