Your guide to unauthorised absence from work
Unauthorised absences can cause various issues for both employers and employees. There are clear differences between authorised and unauthorised absences from work, and this guide explains them, as well as the consequences for employers and their people, and how both parties can better prevent and manage them.
What is unauthorised absence?
An unauthorised absence from work can be defined as any time an employee is absent from work without approval or a valid reason. This differs from authorised absence, which comes in the form of holidays, sick leave, maternity/paternity leave or genuine emergencies. Unauthorised absence doesn’t just involve an employee having a sudden day off without notifying their manager. It can also involve frequent unexplained lateness and extending leave without approval.
In short, an unauthorised absence is when an employee fails to follow absence procedures outlined in your policies, whether it’s a one-time occurrence or a consistent issue.
Common causes of unauthorised absence
So, why do unauthorised absences happen?
Part of being a confident, good manager is being able to understand and spot the common causes of unauthorised absences. This will help you take a more proactive approach and enable you to support the wellbeing of your employee, and put in the right solutions in place to reduce their absences. Why not download our resource document “5 Ways to reduce absence in the workplace” to get you started?
Personal issues
One of the root causes of unauthorised absences from work is a team member going through personal issues. This covers feelings like burnout, anxiety, depression and stress from matters that are happening outside of work. Family problems and financial stress are two common personal problems employees face. Many people find it difficult to share personal issues with fellow employees or their managers, so they keep things bottled up which can lead to sudden absences without declaration.
Workplace dissatisfaction
Workplace disputes can happen between employees, causing tension and conflict. A team member may feel unsupported or undervalued, leading to them to disregard absence policies and avoid work. You may start to notice an employee not performing to their usual standard, due to them feeling disengaged with their work, which is usually followed by unauthorised leave.
Unclear policies
Sometimes, your absence policies may be unclear or poorly communicated. This leaves your people feeling uncertain how to request time off. Don’t let oversights on your absence policies lead to confusion, poor communication and unwanted absences.
Emergencies handled poorly
Emergencies come in many different forms, from accidents and child illness to medical issues and sudden care commitments. When these happen, employees will often notify you of their absence at very short notice or not at all.
Is unauthorised absence classed as misconduct in the UK?
UK employment law classes unauthorised absence from work as misconduct, and becomes gross misconduct if the severity and frequency of the absences increases. Most unauthorised absences can be managed with follow up discussions and return to work meetings as part of your policies, and this example of misconduct is typically corrected through warnings. ACAS guidelines detail how unauthorised absence becomes gross misconduct when it has a significant impact on the business. This can lead to dismissal as a result of repeat absences or if an investigation finds the employee has lied about the reason for their absence.
The consequences of unauthorised absence
For employees
Employees can face several consequences, whether it’s a single instance of unauthorised absence or repeated absence. Generally, an employee might first be given a letter of concern for a first-time unauthorised absence. The manager will often keep a copy of the letter of concern on file and inform the employee the expectations they need to meet. If issues persist, an employee will be given a formal written warning, which outlines the reason for the warning, the employee’s right to appeal the warning and the consequences for repeated policy breaches.
Employees may also have their pay deducted for the hours they miss. As long as it is written in their contract or the company policy, an employer has the right to deduct pay. The ultimate outcome for an employee can be dismissal. If unauthorised absence from work is classed as gross misconduct, where the employee fails to notify absences, is repeatedly late to work, or doesn’t follow the expectations outlined in written warnings, they can be dismissed without notice.
For employers
For employers, the consequences of unauthorised absence from work can result in serious challenges and issues. Workflows can be disrupted significantly from just one employee going AWOL (Absent Without Leave), meaning there’s a loss in productivity. Meetings might have to be rescheduled, tasks get pushed back and overall output will be reduced. This impacts other team members regarding their work output and also their satisfaction.
When an employee’s work falls onto someone else out of the blue, it can lead to a reduction in morale, added stress, and burnout. As an employer, you must ensure you follow the correct procedures for handling unauthorised absences, as failing to do so, such as unreasonable reasons for dismissal, can lead to employment tribunals and reputational damage.
How employers should handle unauthorised absence
Managing unauthorised absences from work is a tricky business, and it takes a delicate approach to ensure all UK employment laws are adhered to.
Step One: Check if the absence is authorised
Employers have a duty of care towards their employees. When a team member doesn’t turn up to work, the employer should first check whether the absence has been authorised or not. If it is unauthorised, the employer should attempt to contact the employee via work contact details, then personal contact details and, failing that, contact the employee’s emergency contact.
Step Two: Document the absence and contact attempts
Everything should be documented, including all attempts at contact as well as the type of absence. You should document any patterns of lateness or absence and note the reasons the employee gives you for their absences.
Step Three: Investigate the absence
Once contact has been made, employers should take the time to investigate the reasons behind the absence before taking any formal action. There may be legitimate explanations, such as illness, personal emergencies or misunderstandings about schedules. Approaching the situation with an open mind helps ensure fairness and reduces the risk of making incorrect assumptions that could lead to disputes.
Step Four: Conduct a return-to-work meeting
If the absence is confirmed to be unauthorised, employers should follow a fair and consistent disciplinary process in line with their internal policies. This typically involves holding a formal meeting with the employee, allowing them the opportunity to explain their actions, and considering any mitigating circumstances before deciding on next steps.
Step Five: Reinforce expectations
Clear communication is essential throughout the process. Employers should ensure that employees understand expectations around attendance, reporting procedures and the potential consequences of unauthorised absence from work. Reinforcing these expectations can help prevent future issues and support a transparent working environment.
Step Six: Follow your absence policies
Finally, employers should refer back to their company’s absence policy to ensure all actions taken are consistent and compliant. Applying policies consistently across the workforce not only promotes fairness but also helps protect the organisation from potential legal challenges.
What employees should do if they miss work
If an employee misses work, responding quickly and appropriately can help prevent the absence being treated as unauthorised. Employees should notify their employer as soon as possible, following the company’s reporting procedures. Early communication allows the employer to manage workloads and shows accountability. They should also provide a clear explanation for their absence and, where required, supply supporting evidence. Being transparent helps ensure the situation is handled fairly. Understanding the company’s absence policy is equally important, as it outlines expectations, reporting rules and any evidence requirements. Employees should be proactive in resolving the issue by keeping in touch, supporting a smooth return to work and addressing any outstanding responsibilities where appropriate.
How to prevent an unauthorised absence
For employers
It’s crucial for employers to maintain clear absence policies so their people understand procedures and expectations. Creating a supportive work environment encourages openness, making it more likely employees will raise issues early. Where possible, offering flexible working options can help employees manage personal commitments without missing work. Regular, open communication also helps identify and resolve potential problems before they escalate.
For employees
Employees can prevent unauthorised absences from work by planning leave in advance and following the correct procedures to avoid misunderstandings. Communicating early about any issues affecting attendance is key. If challenges arise, seeking support from a manager or HR can help address problems before they result in unauthorised absence.
Require help managing employee absences? Get in touch today!
Managing unauthorised absences properly with the right actions and procedures will help keep morale high and productivity steady. Danton provides Managing Absence Training for business leaders and managers that need support and expert guidance on how to do things right. We also provide a range of HR services, including disciplinary support for unauthorised absences and other forms of misconduct. Get in touch today to discuss your business needs on 01527 306760 or email your enquiry to hello@dantonhr.com.
Please note that the above information does not constitute legal advice and all information correct at time of publishing (23rd October 2026)