Absence notification policy template
Establish clear procedures for employees to report absences. Set expectations for notification timeframes, contact methods and evidence requirements to reduce last-minute shift gaps and improve workforce planning.
Absence notification policy
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Why every shift-based workplace needs an absence notification policy
Last-minute absences without proper notification can disrupt operations, leave shifts understaffed and create stress for other team members who need to cover. A clear absence notification policy sets expectations upfront.
When employees know exactly when, how and who to contact about an absence, it gives you maximum time to find coverage, reschedule work or adjust operations. This is especially critical in hospitality, retail, healthcare and other industries where coverage is essential.
Without clear procedures, you risk confusion, resentment from employees who feel others aren't following the rules, and potential disputes about whether proper notice was given.
Key elements of an absence notification policy
What your absence notification policy should include
Notification timeframes
Clear deadlines for when employees must report different types of absences.
Contact methods
Approved channels for notifying about absences (phone, SMS, email, app).
Who to notify
Designated contacts for absence notifications in different departments or shifts.
Documentation required
What information employees must provide when reporting an absence.
Evidence requirements
When and what type of medical certificates or supporting evidence is needed.
Return to work procedures
Process for confirming fitness to return and reintegrating after extended absence.
What's included in this template
Comprehensive coverage of absence notification procedures
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's expectations for absence notification and communication.
Notification timeframes
When employees must notify about planned and unplanned absences.
Who to contact
Designated contacts for different types of absences and shifts.
Methods of notification
Approved communication channels and how to use them.
Evidence requirements
When medical certificates or other documentation is required.
Extended absences
Additional requirements for absences longer than a certain period.
Return to work
Process for confirming fitness and returning after absence.
Consequences for non-compliance
What happens when notification procedures are not followed.
Record keeping
How absence notifications are documented and maintained.
Who should use this template?
Essential for shift-based and frontline workplaces
Legal disclaimer
This template is designed to reflect Australian workplace requirements at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry and applicable awards or enterprise agreements. Consider seeking advice from a workplace relations professional.
Regulatory sources
This template is aligned with the National Employment Standards under the Fair Work Act.
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Absence notification policy FAQ
- Employees should notify their manager as early as practicable, ideally before their shift starts. Many policies require notification at least one hour before the scheduled start time, or as soon as possible in genuine emergencies.
- Your policy should provide alternative contacts such as another manager, HR, or a dedicated absence line. Ensure employees know who to contact when their direct manager is unavailable. Text or email may be acceptable if phone contact fails.
- Yes. Under the Fair Work Act, employers can reasonably request evidence for any period of personal leave. However, consider whether requiring certificates for single days is practical and proportionate. Many employers only require evidence after 1-2 consecutive days.
- Yes. This template provides a solid foundation aligned with the National Employment Standards, but you should tailor it to reflect your specific workplace, any applicable modern award or enterprise agreement, and state-based requirements such as long service leave provisions.
- Distribute the policy during onboarding for new employees and via email or team meetings for existing staff. Have employees sign an acknowledgement form confirming they have read and understood the policy. Using HR software with policy management can automate tracking of acknowledgements.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.