No Call No Show Policy Template

No Call No Show Policy Template

When an employee does not show up for work and does not call to explain, it puts the entire team in a difficult position -- especially on a small team where every person counts. A written no call no show policy sets clear expectations about what happens when someone simply does not appear and gives you a fair, consistent process for handling it.

This template gives you a ready-to-use policy that defines the behavior, outlines consequences through progressive discipline, and establishes when a no call no show becomes job abandonment.

When to Use This Policy

• You are building or updating your employee handbook
• You have experienced attendance issues and want a formal process in place
• You want to set clear expectations for new hires during onboarding
• You need a consistent standard to treat all employees fairly when attendance problems arise

No Call No Show Policy

Company Name: [Company Name]

Effective Date: [Date]

Policy Number: [Optional]

1. Purpose

[Company Name] depends on every team member being present and on time. This policy defines what constitutes a no call no show, outlines the consequences, and establishes when repeated occurrences may be treated as voluntary job abandonment. The goal is not to be punitive but to ensure reliability, fairness, and accountability across the team.

2. Definitions

No Call No Show (NCNS): A no call no show occurs when an employee fails to report for a scheduled shift AND fails to notify their manager or a designated contact before the start of that shift. Both conditions must be met -- the absence itself and the failure to communicate.

Tardy notification: An employee who calls in late (after the start of their shift) but still notifies the company within [1 hour / 2 hours] of their scheduled start time will be documented as a late call-in rather than a full NCNS. Late call-ins are still attendance issues and may result in separate disciplinary action, but they are treated differently from a no call no show.

Job abandonment: An employee who has [3] consecutive no call no show occurrences will be considered to have voluntarily abandoned their position. See Section 5 for details.

3. Notification Expectations

Employees who are unable to report for a scheduled shift are required to:

• Contact [their direct manager / the on-duty supervisor / HR] by [phone call or text message] before the start of their scheduled shift
• If the direct contact is unavailable, call the [main office number / alternate manager / designated backup contact] at [phone number]
• Provide the reason for the absence and an estimated return date
• Notify the company as far in advance as possible -- ideally the day before if the absence is foreseeable

Acceptable methods of notification: [Phone call, text message, or email to the employee's direct manager]. Leaving a message with a coworker, posting on social media, or notifying through any unofficial channel does not count as proper notification.

Who can call on the employee's behalf: If an employee is physically unable to call due to a medical emergency, a family member or other representative may notify the company on their behalf. This will be considered valid notification.

4. Progressive Discipline

[Company Name] follows a progressive discipline approach for no call no show occurrences. Each occurrence is tracked on a rolling [6-month / 12-month] period.

Consecutive no call no shows: If an employee has multiple consecutive no call no show days (e.g., Monday, Tuesday, and Wednesday of the same week with no contact), this may be treated as a single progressive discipline event OR as job abandonment under Section 5, at the company's discretion.

5. Job Abandonment

An employee who fails to report to work and fails to contact [Company Name] for [3] consecutive scheduled workdays will be considered to have voluntarily resigned from their position. In this case:

• The employee's separation will be processed as a voluntary resignation effective on the [last day worked / first day of the NCNS period].
• [Company Name] will make [one / two] reasonable attempts to contact the employee by [phone and email / phone and certified mail] before finalizing the separation.
• If the employee responds to the company's outreach within [48 hours / 5 business days] of the final contact attempt and provides a valid reason for the absence (such as a documented medical emergency or incarceration), the company will review the circumstances before making a final determination.
• The employee's final paycheck will be processed according to the company's standard payroll timeline.

6. Exceptions and Extenuating Circumstances

[Company Name] recognizes that genuine emergencies occur. The following situations may be considered exceptions to this policy, provided the employee or their representative communicates with the company as soon as physically possible:

• Medical emergencies requiring hospitalization or incapacitation
• Serious illness or injury preventing the employee from making contact
• Family emergencies involving immediate danger to a family member
• Natural disasters, severe weather events, or other circumstances beyond the employee's control
• Situations involving law enforcement or incarceration

In all cases, the employee is expected to provide documentation supporting the exception (such as a hospital admission record, police report, or other relevant evidence) within [5 / 10] business days of returning to work. The company will evaluate each situation on a case-by-case basis.

7. Manager Responsibilities

When a no call no show occurs, the manager should:

1. Attempt to reach the employee. Call the employee's phone number on file within [1 hour] of the missed start time. If there is no answer, send a text message and/or email.
2. Document the absence. Record the date, scheduled shift time, time of attempted contact, and the outcome.
3. Follow up. If the employee does not respond by the end of the scheduled shift, make one additional contact attempt.
4. Arrange coverage. Take whatever steps are necessary to cover the absent employee's responsibilities for the day.
5. Meet with the employee upon return. When the employee returns to work, meet with them before they resume duties to discuss the absence and apply the appropriate disciplinary step.
6. Submit documentation. Forward all records to [HR / the business owner] for the employee's file.

8. Documentation

All no call no show incidents and related disciplinary actions will be documented and placed in the employee's personnel file. Documentation will include:

• Date and time of the scheduled shift
• Date and time the company became aware of the absence
• Record of contact attempts made by the manager
• The employee's explanation (if any)
• The disciplinary action taken
• The employee's signature acknowledging the discussion (or a note that the employee declined to sign)

9. Policy Scope

This policy applies to all [full-time and part-time] employees of [Company Name]. It is a supplement to, not a replacement for, any broader attendance or time-off policies in the employee handbook.

This policy should be applied with good judgment, taking into account situations involving medical emergencies, disability accommodations, or other serious personal circumstances.

Employee Acknowledgment

I have read and understand the No Call No Show Policy of [Company Name]. I understand the notification requirements and the consequences of failing to report an absence.

How to Customize This Template

1. Set your rolling period. A 12-month rolling window is standard. Some businesses use 6 months for roles where attendance is especially critical. The rolling period means older incidents fall off the record after that time.
2. Choose your discipline steps. The four-step model above is common. If your business needs tighter standards (e.g., safety-critical roles), you might move to termination sooner. If your culture is more lenient, you might add an extra warning step.
3. Define your contact methods. Be specific about how employees should notify you. For a small team, a direct text to the manager's phone may be more practical than calling an office number.
4. Set the job abandonment threshold. Three consecutive days is the most common standard. Some businesses use two; others use five. Choose what makes sense for your operations.
5. Review for your location. Some locations have specific expectations around job abandonment or final paycheck timing. Check what applies to your business.

Tips for Small Businesses

• Communicate the policy clearly. Review this policy during onboarding and make sure every employee knows exactly who to call and how. Post the contact number somewhere visible.
• Apply it consistently. The biggest risk with attendance policies is inconsistent enforcement. If you make an exception for one person, you need a documented reason.
• Check in before you discipline. Sometimes a no call no show is a sign that something is seriously wrong. A brief conversation can uncover issues you can help with, like scheduling conflicts or personal crises.
• Keep records. Document every incident, even verbal warnings. If you ever need to terminate based on this policy, a clear paper trail protects your business.

Tracking attendance patterns and keeping records of call-ins and no-shows is much simpler with a dedicated tool. Boring HR's Team Tracker helps you log attendance events, store documentation, and see patterns across your team so you can address issues early and treat everyone fairly.