What is a no-call, no-show policy?
A no-call, no-show policy tells employees what happens if they don’t report for a scheduled shift without advance notice. It defines no-call, no-show incidents and the consequences. The policy might also provide acceptable procedures for calling out of work and requesting time off in advance.
A no-call, no-show policy might also include a list of exceptions. For example, you might excuse employees from consequences if they can’t notify you due to a medical or family emergency.
You can include this policy in your employee handbook to support productivity, improve attendance and streamline shift management.
4 steps for creating a no-call, no-show policy
You could integrate your no-call, no-show policy into your company’s attendance policy or make it a separate document. Here’s what you might include:
1. Establish guidelines
Consider what you qualify as a no-call, no-show incident, including how far in advance employees need to notify you or the hiring manager.
Your rules might vary based on your operation and how easy it is to find replacement coverage. If your business can operate smoothly in their absence, you might require them to call at least 30 minutes before their start time. A more lenient policy may allow employees to call or text up to an hour after their shift starts.
If your business depends on full coverage for safety and productivity, you might ask workers to call out at least two hours in advance. For example, construction workers typically need assistance to complete jobs and move heavy materials. This notification period gives you time to reorganize shift assignments or find someone to cover the shift.
The policy can also list the results of an employee missing work without notice. For example, the direct supervisor or manager might contact the employee by phone. After calling the employee several times, you might reach out to their emergency contacts. Attempting to reach employees shows you care about their well-being.
2. Explain procedures for calling out
Establish clear procedures for calling out of work, including the manager’s contact information and acceptable communication methods. For example, you might request that they contact their direct supervisor by phone or email. A defined process helps reduce confusion for both employees and managers.
3. Develop consequences for violations
The policy should clearly outline the consequences employees may face after a no-call, no-show incident. You can use progressive discipline based on how often an employee misses shifts.
For example, you might use a three-tiered system:
- First offense: Written warning or equivalent reprimand
- Second offense: Work suspension and mandatory meeting with human resources (HR) or a manager
- Third offense: Termination letter
Inform employees how much time they have to contact their manager after missing a shift, such as several days after an emergency. If you don’t hear from them within that time frame, you may consider it job abandonment.
4. Communicate your new policy to employees
Once you complete the no-call, no-show policy, you can communicate it to your workforce in a company-wide email or meeting. Explain that the company accommodates genuine emergencies but strictly enforces the policy otherwise.
Consider asking employees to sign a document acknowledging they’ve read the policy. You might also hold a training workshop or a question-and-answer (Q&A) session covering the new rules. This helps ensure everyone reads, understands and agrees to follow the policy.
When everyone is aware of the new system, publish your no-call, no-show policy in an accessible place. For example, you can post it on the company bulletin board and add it to the employee handbook with other company policies. This helps employees find and reference it quickly when they need to call out.
No-call, no-show policy template
As you write your policy, you can use this template as a guide, changing the wording and adjusting sections to fit your company’s needs. Because laws and regulations can vary by state, consider consulting with an attorney before finalizing the policy.
Employee notification expectations
Employees of [Company Name] are expected to arrive at work on time for all scheduled shifts. Days off should be scheduled at least [time period] in advance. Please refer to the paid time off (PTO) policy for instructions on how to request days off.
Employees must notify their direct supervisor of a last-minute absence at least [designated time frame] before their start time. This procedure may be used when illnesses, accidents or other emergencies keep them from working as scheduled.
Notification must take place through [list acceptable notification methods]. Unacceptable notification methods include [list unacceptable notification methods].
Definition of no-call, no-show
A no-call, no-show occurs when an employee fails to show up for a scheduled shift and doesn’t call or notify [Company Name] about the absence according to the guidelines above.
Each day the employee fails to report for a shift without notifying their supervisor is considered a no-call, no-show event. If the employee fails to report for [number of days], [Company Name] will consider it a voluntary termination by the employee.
Disciplinary actions
A no-call, no-show will result in the following disciplinary actions:
First violation: [Disciplinary action]
Second violation: [Disciplinary action]
Third violation: [Disciplinary action]
You may excuse an unexpected absence if the employee provides evidence that they could not notify their supervisor. Acceptable evidence includes [list acceptable proof] and must be presented within [time frame for providing proof] of the absence.
A no-call, no-show policy helps you set clear expectations for your employees so they understand what happens if they miss work without advance warning. It also helps managers treat workers consistently, creating a fair work environment.
No Call No Show Policy Templates for PDF & Word
Download these no call no show policy templates to ensure you have a process in place to prevent employee attendance problems.
