Absenteeism Warning Notice Template (Saudi Labor Law Article 80)

You get a message from a line manager on Sunday morning: “The employee hasn’t shown up for three days, and no one is answering his phone.” At this moment you don’t need emotion or hesitation, you need documented steps. An absenteeism warning notice is the tool that turns the situation from a personal dispute into a clear legal procedure before the Ministry of Human Resources, and gives you the ability to apply Article 80 of the Saudi Labor Law if the absence is repeated.

This guide explains when an absence becomes “absenteeism” that warrants a warning, how to draft a warning that cannot be challenged, how many warnings are required before dismissal, the documentation steps, practical examples of deducting absence days, and how Qoyod shortens all these steps into a single record connected to attendance, payroll, and employee files.

What does absenteeism mean under the Saudi Labor Law?

Absenteeism is not just “missing a day.” The Saudi Labor Law distinguishes between three situations where the concept is often confused:

• Lateness: arriving minutes or hours after the start of the shift. This is addressed through a partial deduction, not an absenteeism warning.
• Justified absence: not attending while providing an official document, either before or after the fact (medical report, approved leave under the types of leave in the Saudi Labor Law, or a documented emergency). No warning is required.
• Unjustified absenteeism: not attending for consecutive or scattered days without prior permission and without an acceptable excuse. This is where the warning track begins.

The decisive criterion is notice and documentation. An employee who calls his manager in the morning, declares a family emergency, and then submits a supporting document within a few days is in a completely different position from an employee who disappears without a trace. The first may need a one-day deduction; the second needs a written warning that starts the Article 80 clock from its date.

The legal framework: Article 80 and when it applies

Article 80 of the Saudi Labor Law gives the employer the right to terminate the contract without end-of-service award and without notice in specific cases, including:

• The employee being absent twenty scattered days within one year without a legitimate excuse.
• Being absent ten consecutive days without a legitimate excuse.
• The condition that dismissal must be preceded by a written warning from the employer after ten days of absence in the first case and five days in the second.

These numbers are not open to interpretation. The Ministry of Human Resources applies them literally, and any dismissal decision raised to the labor courts without a documented warning is rolled back, often ending in compensation for the employee. The warning is therefore not a formality, it is a substantive condition for the validity of the dismissal.

The difference between justified absence and unjustified absenteeism

Many labor disputes arise from mixing these two concepts. The employee believes he has “an excuse,” while the employer considers the excuse insufficient. The practical rule: an excuse is measured by documentation, not by intent.

The problem is that many small businesses in Riyadh and Jeddah do not request a document immediately when an employee disappears, so weeks pass, then they discover they have lost their right to issue a warning because the records are not organized. Practical advice: put a written rule in the company’s internal regulations that requires the employee to submit a justification within three days of the absence date, and record this rule in the employment contract and in the first warning notice.

Step-by-step procedure for issuing the warning

A warning is legally sound only if it follows a clear sequence. Haste loses the right, and so does delay.

Step 1: Officially record the absenteeism

The direct manager logs the absence start date in the attendance log, with a witness signature where possible. In companies that use biometric fingerprint or a digital attendance system, the log is automatic and no signature is required. This is the first document in the file.

Step 2: Attempt contact and document it

Before issuing the warning, the company should attempt to reach the employee through an official channel: a recorded call, a text message, or an email. This attempt shows good faith and strengthens your position before the Ministry of Human Resources. If the employee responds with an excuse, the excuse is recorded and the HR manager decides to accept or reject it in writing.

Step 3: Draft the first warning

The first warning must include at least the following elements:

• Company identity: name, logo, and commercial registration number.
• Employee identity: full four-part name, national ID or Iqama number, job title, and joining date.
• Absence dates: precise from / to dates.
• Legal basis: explicit reference to Article 80 and to the relevant clause of the internal work regulations.
• Grace period: the time given to the employee to return or provide an excuse (usually 3 to 7 working days).
• Consequences of repetition: the second warning, deduction, or dismissal without an award.
• Authorized signature: the signature of the authorized officer and the company stamp.
• Proof of receipt: the employee’s signature, registered mail, or notification via the Mudad platform.

Step 4: Deliver the warning in a documented way

Hand delivery with the employee’s signature is the safest. If the employee refuses to sign, two of his colleagues as witnesses are sufficient and the refusal is noted on the warning itself. If the employee is not present, the warning is sent by registered mail to the address recorded in the employment contract, and the delivery receipt is kept. Many companies today rely on the government Mudad platform to deliver the notice, because Mudad notices count officially.

Step 5: Follow up on the response

If the employee returns within the grace period and submits an acceptable justification, the warning is closed and this is recorded in his file. If he does not return or does not provide a justification, the second warning track begins after a reasonable interval (usually 10 to 15 days).

Step 6: Second warning, then the final decision

The second warning takes the same form, with an explicit reference that this is the final warning and that the company will resort to contract termination under Article 80 once the legal threshold is exceeded (20 scattered days or 10 consecutive days). After the conditions are met, the dismissal decision is issued, raised to the Ministry of Human Resources, and recorded on the Qiwa platform and in the end-of-service file.

How many warnings before dismissal: what the law actually says

A question that comes up at every company: “How many warnings before dismissal? Three? Five?” The precise answer: the Labor Law does not specify a fixed number of warnings. What it specifies is the requirement of a written warning and the number of absence days that permit dismissal.

In practice, the internal regulations of large companies adopt a progressive approach:

1. Verbal warning: a remark from the direct manager to the employee after the first absence, recorded informally.
2. First written warning: when the absence is repeated or extended, recorded in the employee file.
3. Second written warning: a final warning that makes clear any repetition will lead to contract termination.
4. Dismissal decision: when the legal threshold is reached (20 scattered / 10 consecutive).

This gradient is not a legal obligation, but it is a precaution. The Saudi labor judge looks at the company’s methodology: did it give the employee chances to correct course, or did it jump straight to dismissal? Three graduated documents in the employee file make the dismissal decision nearly bulletproof.

Rights and duties of both parties during the absenteeism period

Employee duties

• Notify: inform the employer immediately when a circumstance prevents attendance.
• Document: submit a documented justification within the grace period set in the company regulations.
• Respond: answer any official communication from the employer.
• Receive the warning: accept and read the warning even if signing is refused. If the employee decides to resign, he can review the guide to writing and submitting a resignation letter before the situation escalates.

Employee rights

• Copy of the warning: obtain a copy.
• Written objection: file a written objection if the excuse is legitimate.
• Paid days: be paid for days approved as sick or justified leave.
• Service certificate: receive an end-of-service certificate, even in case of dismissal.

Employer duties

• Documentation: document the absenteeism with full formality.
• Due process: do not rush to dismissal before satisfying the warning condition.
• Reasonable time: give the employee a reasonable period to respond.
• Final dues: pay the employee’s actual dues up to the dismissal date (salary for days worked, annual leave balance if any).

Employer rights

• Wage deduction: deduct the wage for unjustified absence days.
• No-award dismissal: terminate the contract without an end-of-service award once Article 80 conditions are met.
• Compensation claim: claim compensation for material losses proven to be caused by the sudden absenteeism, through the labor courts.

How do you calculate the absenteeism deduction?

The deduction must be calculated precisely to avoid a later dispute. The general rule in Saudi Arabia is:

One day’s wage = (full monthly salary ÷ 30 days)

The monthly salary includes the basic wage and fixed allowances such as housing and transportation allowance, but excludes variable components such as performance-linked commissions.

Worked example 1: an employee in Riyadh

Ahmed is an accountant at a trading company in Riyadh. His gross salary is 9,000 SAR (6,000 basic + 1,500 housing allowance + 1,500 transport allowance). He was absent for three consecutive days without notice, so the absence deduction rules apply to him.

• Daily wage: 9,000 ÷ 30 = 300 SAR
• Three-day deduction: 300 × 3 = 900 SAR
• Net payable this month: 9,000 − 900 = 8,100 SAR

A first written warning is issued, recorded in Ahmed’s file, and the deduction is booked as an accrued liability in the journal entry until the salary is actually paid.

Worked example 2: an employee in Jeddah

Sara works at a logistics warehouse in Jeddah, with a 6,500 SAR salary. She was absent for two scattered days during the month without justification. These two days roll into the annual “20 days” balance under Article 80.

• Daily wage: 6,500 ÷ 30 = 216.67 SAR
• Deduction: 216.67 × 2 = 433.33 SAR
• Net salary: 6,500 − 433.33 = 6,066.67 SAR (before GOSI and general administrative expenses)

Both incidents are recorded in Sara’s file and the cumulative day counter is updated. At five scattered days, the first warning is issued; at ten, the second; at twenty, the contract may be terminated under Article 80.

Worked example 3: an employee in Dammam paid through WPS

Khalid is a maintenance technician in Dammam, with a 4,800 SAR salary paid through the Wage Protection System (WPS). He was absent for ten consecutive days without notice. Two warnings were issued before the dismissal, then the contract was terminated under Article 80, and his settlement was calculated in full alongside the end-of-service award.

• Daily wage: 4,800 ÷ 30 = 160 SAR
• Absence deduction: 160 × 10 = 1,600 SAR
• Net salary for the month: 4,800 − 1,600 = 3,200 SAR (filed through WPS before the employment relationship is severed)
• End-of-service award (EOSB): zero (forfeited by Article 80)

This example shows the real financial value of proper documentation: had Khalid been dismissed without a warning, he would have recovered his full end-of-service award (potentially over 20,000 SAR for long service) plus compensation for arbitrary dismissal.

Drafting the warning template: the essential elements

The drafting does not need complex legal language, just clarity and precision. Any warning missing one of the following elements is exposed to challenge:

1. Header: company name, logo, and address.
2. Date: both Hijri and Gregorian.
3. Reference number: a unique number for later retrieval.
4. Recipient: full four-part name, employee number, national ID or Iqama number.
5. Subject: “Written warning regarding absenteeism.”
6. Facts: a short paragraph stating the absence dates.
7. Legal basis: reference to Article 80 and to the internal work regulations.
8. Required action: immediate return or submission of a document within a defined grace period.
9. Consequences of repetition: an explicit statement about dismissal without an award.
10. Signature of the authorized officer: name, job title, and stamp.
11. Proof of receipt: the employee’s signature or alternative delivery proof.

You can download the ready-made absenteeism warning notice template from Qoyod. It is prepared with all these elements in Word, PDF, and Excel formats, ready to fill out in minutes.

Common mistakes when issuing a warning (and how to avoid them)

• Issuing the warning verbally only: before the labor courts, verbal warnings do not prove anything. A paper or electronic document is required.
• Omitting absence dates: a warning that just says “your absences have repeated” without specific dates opens a door to invalidating it.
• Confusing lateness with absenteeism: lateness is penalized by deduction, not by an absenteeism warning. Mixing the two strips the warning of its value.
• Skipping the first warning: jumping straight to dismissal without a warning makes the decision reversible.
• Not tracking days cumulatively: many companies forget the 20 scattered days and treat each absence in isolation, losing their right.
• Issuing the warning on the day the employee returns: sometimes the employee comes back and is left without a warning, the behavior repeats, and the employer is surprised that the record is empty.
• Not documenting prior attempts: unrecorded calls and unsaved messages weaken the position.

When does a warning turn from a piece of paper into a court dispute?

Every warning may end up before the Ministry of Human Resources if the employee rejects it. In that case, the reviewing body will examine three things:

• Is the absenteeism actually documented? Attendance records, colleagues’ testimony, communication messages.
• Was the dismissal preceded by a valid warning? The warning must carry a date, a signature, and proof of receipt.
• Was the employee given a reasonable chance to respond? The interval between the warning and the decision must not be less than 5 working days.

Companies that document digitally (electronic attendance log + central employee file + Mudad notices) win 90% of their disputes. Those that rely on scattered paper books lose even when their case is clear.

How Qoyod helps you manage attendance, absenteeism, and warnings

This is where financial management meets HR management in a single platform. Qoyod integrates the employees module with payroll and the transaction log, so you manage the absenteeism cycle from detection to dismissal without switching between systems.

1. Digital attendance and check-out log

You can log entry and exit hours for each employee, either manually or by connecting biometric systems. Each absence is captured automatically, and any unrecorded day raises a flag for the direct manager.

2. Central employee file

Each employee has a file containing the employment contract, leaves, prior warnings, absenteeism dates, payroll deductions, and end-of-service awards. When a new warning is issued, it is attached to the employee file and automatically linked to the month’s payroll, with internal controls that prevent retroactive edits.

3. Connecting absenteeism to payroll

When you log absenteeism days in the employee record, Qoyod calculates the deduction automatically during monthly payroll run and shows the net salary before posting to WPS. No Excel formulas, no manual reconciliation.

4. WPS-compliant payroll

Every payroll prepared in Qoyod is exported in a format compatible with the Wage Protection System (WPS). When an employee is dismissed under Article 80, the final settlement is posted automatically: salary for actual days, absenteeism deduction, leave dues, and zero EOSB (because dismissal is under Article 80).

5. Tamper-proof records

Any warning, deduction, or dismissal decision recorded in Qoyod carries a timestamp that cannot be edited retroactively. This feature alone can be decisive before the labor courts, especially when the dismissal decision is measured against the materiality threshold in the annual audit.

6. Mudad and payroll reports

HR can export reports on absences and warning counts per employee during the year, and link them with reports on accrued expenses and the monthly payroll run. These reports make it easy to review internal work regulations every year and update warning policies based on what the log reveals.

Frequently asked questions about the absenteeism warning notice template

Is it allowed to issue a warning before five consecutive absence days are completed?

Yes. The law requires a warning before dismissal and does not prevent issuing an early warning after two or three days, especially if the company regulations specify this.

What if the employee refuses to sign the warning?

Proof of delivery with two witnesses is sufficient, or sending it by registered mail or through the Mudad platform. Refusal does not invalidate the warning.

Does the employee have the right to object to the warning?

Yes. He may submit a written objection to the company within 15 days of receiving it, and he may later escalate to the Ministry of Human Resources and then to the labor courts.

Does a warning expire over time?

In practice, warnings older than a year lose weight in the Article 80 calculation because the count is “within one year,” but they remain in the employee file as a behavioral record.

Is sick leave counted within the absenteeism days?

No. Sick leave certified by a medical report from a trusted body does not count toward the 20 or 10 day calculation, even if part of it is unpaid.

Is dismissal without an end-of-service award always legal?

It is only legal if the company satisfies: (1) the absenteeism days condition, (2) the prior written warning, (3) proper documentation. Any breach restores the employee’s right to the award.

Is the employee entitled to his dues after Article 80 dismissal?

He is entitled to his salary for the actual days worked, his annual leave balance if any, and a service certificate. He is not entitled to an end-of-service award or compensation for the dismissal.

Do the rules differ for domestic workers?

Yes. Domestic workers are subject to a special regulation, and the warning procedures there are simpler, but written documentation remains essential.

Final checklist before issuing the warning

• Attendance log: does it precisely prove the absence dates?
• Contact attempts: have you documented attempts to reach the employee?
• Eleven elements: does the warning contain all eleven elements listed above?
• Article 80: did you reference it explicitly?
• Grace period: did you set a reasonable response window (5 to 7 working days)?
• Delivery method: did you choose a formal delivery channel (hand to hand, registered mail, Mudad)?
• Employee file: did you log the warning in the file completely?
• Payroll link: did you connect it to the payroll run to deduct absence days?

If every answer is “yes,” you are looking at a legally airtight warning. If the answer is “no” on any item, send the paper back and complete it before signing.

Summary

Managing absenteeism is not an administrative detail, it is legal insurance for the company. An absenteeism warning notice prepared under the Saudi Labor Law turns the risk of suddenly losing an employee into a documented track that preserves your right to dismiss without an award once the Article 80 threshold is reached, and preserves the employee’s right to a fair chance to respond. Most importantly: when documentation connects to attendance and payroll in a single system like Qoyod, every decision is built on live data, not on scattered ledgers.

Start by downloading the ready-made template, then link it to the attendance log and employee files in Qoyod, and you will find that the hardest HR disputes have become a clear five-minute procedure.