Birchlow

Not HR. Just mistake prevention.

Take the risk assessment
Absence7 min read

No Call No Show Policy - Free UK Template for Small Employers

A no call no show policy sets the rules before the problem happens. Free UK template covering what counts as unauthorised absence, how to respond, and what consequences apply.

LM

Leon Mclean

Co-founder, Birchlow · Last reviewed June 2026

Jump to what you need

A note on UK law before you follow any US advice

Most no call no show policy templates online are written for American employers. In the UK you cannot dismiss an employee simply because they did not follow the notification procedure, however clearly it is written. You still need to investigate and follow a fair disciplinary process. A good policy does not replace that process. It documents the standard you are holding employees to, which strengthens your position if a dispute ends up at tribunal.

A no call no show policy will not stop an employee from going absent. What it does is remove any argument that they did not know what was expected of them, or did not understand the consequences. That matters when you are sitting in front of an employment judge explaining why you dismissed someone.

Most small employers only think about writing a policy after the incident has happened. By then it is too late to use it. Write it now.

What your policy needs to cover

A policy that is too vague gives you nothing to point to. One that is too rigid creates problems when someone has a genuine emergency. The template below strikes the right balance.

The notification procedure. Who the employee must contact, by what method, and by what time. Be specific. "Contact your manager" is not enough. Name the role, give a phone number, and set a deadline — typically no later than thirty minutes before the scheduled start time.

The definition of unauthorised absence. What counts and what does not. Approved annual leave, agreed sick leave, and other pre-authorised absences should be excluded explicitly.

Your response process. What you will do on day one, day two, and beyond. Contact attempts, written notices, and the trigger point for a formal investigation meeting. This section should match your disciplinary process for unauthorised absence.

The potential consequences. A written warning for a first instance. Escalation for repeat occurrences. Dismissal as a possible outcome for serious or prolonged cases. If you want repeated no call no shows to be treated as potential gross misconduct, say so explicitly and proportionately.

The return-to-work requirement. Every employee returning from any period of absence — including unauthorised absence — should attend a brief meeting before resuming normal duties.

Free no call no show policy — UK template

This template covers the core requirements for a small UK employer. Adapt the bracketed fields to your business. Issue it to all employees, get a signed acknowledgement, and keep a copy on file.

[Company Name] — Absence and Notification Policy
Effective date: [date]  |  Applies to: all employees
1. Purpose
This policy sets out [Company Name]'s expectations for employee attendance and the notification procedure required when an employee cannot attend work. It applies to all employees regardless of length of service or working pattern.
2. Notification requirement
If you are unable to attend work, you must contact [name / role] by telephone no later than [time, e.g. 30 minutes before your scheduled start time]. Sending a text message or voicemail is not sufficient unless you have first attempted to speak to someone directly.
If your direct manager is not available, contact [alternative contact / main office number].
3. What counts as unauthorised absence
Your absence is unauthorised if:
— you do not attend work on a scheduled working day, and
— you do not notify [Company Name] in accordance with section 2 above, or
— your absence is not covered by approved annual leave, agreed sick leave, or another form of authorised absence.
A single instance of failing to notify us of your absence will be treated as a no call no show and may be dealt with as a conduct matter.
4. How [Company Name] will respond
On the first day of an unexplained absence, your manager will attempt to contact you by telephone and, where available, by email. If you cannot be reached, we may contact your nominated emergency contact.
If we have not heard from you within 24 hours, we will send a formal written notice to your home address requiring you to make contact by a specified deadline.
If we have not heard from you within [48 hours / two working days], we will invite you in writing to an investigation meeting. You will be given the opportunity to explain the reason for your absence before any formal action is taken.
5. Consequences
Depending on the circumstances and your employment history, a no call no show may result in:
— a verbal warning
— a written warning
— a final written warning
— dismissal
In serious cases — for example, where you are absent for an extended period with no contact and no credible explanation — [Company Name] may treat the matter as potential gross misconduct, which could result in dismissal without notice. Any formal action will be taken in accordance with [Company Name]'s disciplinary policy and the ACAS Code of Practice.
6. Return to work
After any period of absence, whether authorised or not, you may be required to attend a brief return-to-work meeting with your manager before resuming normal duties.
7. Review
This policy will be reviewed annually or when there is a relevant change in employment law.
Employee acknowledgement
I confirm that I have received, read, and understood the above policy.
Name: _____________________________    Signature: _____________________________
Date: _____________________________    Job title: _____________________________

Why January 2027 makes this more urgent

From January 2027, the qualifying period for unfair dismissal claims drops from two years to six months. An employee in their seventh month of employment will have the same tribunal rights as someone who has worked for you for ten years.

That means the process you run for every disciplinary matter — including unauthorised absence — needs to be correct from very early in the employment. A written policy that employees have acknowledged receiving is one of the first things an employment judge will ask about. If you do not have one, you are starting from a weaker position.

If you need to deal with a current no call no show situation before you have time to write a policy, start with the investigation letter on the hub guide. Come back and write the policy once the immediate problem is resolved.

Free employer resources

Need the full written warning pack?

The Birchlow Written Warning Template Pack includes four ready-to-use letters: invitation to hearing, first written warning, final written warning, and letter of dismissal. Free to download.

Get the free template pack

Related guides