HR Advice Hub

What Is AWOL? What Employers Should Do If an Employee Doesn't Turn Up for Work

When an employee fails to turn up for work and you can't get hold of them, it can quickly become a worrying and frustrating situation.

You may be wondering whether they're genuinely unwell, have simply decided not to return, or if something more serious has happened. Many people refer to this as an employee going AWOL, but what does that actually mean, and what should employers do?

The key is not to jump to conclusions. Every situation is different, and responding calmly, fairly and consistently will help protect both your employee and your business.

What Does AWOL Mean?

AWOL stands for Absent Without Official Leave. The term originated in the military but is commonly used to describe an employee who is absent from work without permission or without letting their employer know why.

Although AWOL is widely used in workplaces, it isn't a legal term under UK employment law. Instead, employers will usually be dealing with unauthorised absence, which may become a conduct issue depending on the circumstances.

Don't Assume the Employee Has Simply Walked Out

It can be tempting to think an employee has decided to leave if they fail to attend work or stop responding to calls. However, there may be a genuine reason why they haven't been in touch. For example, they may have:

• Been admitted to hospital.

• Experienced a family emergency.

• Had an accident.

• Lost access to their phone.

• Been struggling with their mental health.

• Been unable to contact work for another legitimate reason.

Before treating the matter as misconduct, consider whether there could be a genuine welfare concern.

What Should Employers Do First?

If an employee doesn't arrive for work and hasn't made contact, the first step is to make reasonable attempts to contact them. This may include:

• Calling their mobile phone.

• Sending a text message.

• Sending an email.

• Leaving a voicemail asking them to contact you.

• Trying another agreed method of communication.

Keep a record of every attempt, including the date and time. Good records will help demonstrate that you acted reasonably if questions arise later.

Should You Contact Their Emergency Contact?

Potentially, yes. If you've been unable to reach the employee and you have genuine concerns about their welfare, it may be appropriate to contact their emergency contact.

The conversation should focus on the employee's wellbeing rather than discussing confidential employment matters. Simply explain that you've been unable to contact them and wanted to check that they are safe.

Emergency contact details should not be used routinely, but they can be appropriate where there are legitimate welfare concerns.

What If the Employee Is Off Sick?

If the employee later tells you they were unwell, don't automatically assume they were being dishonest because they failed to follow the usual reporting procedure.

Whilst employees should comply with your sickness reporting procedures wherever reasonably possible, there may be circumstances where they were genuinely unable to do so.

Consider the explanation they provide, any medical evidence available and whether there are reasonable grounds for their failure to make contact.

What If You Still Can't Contact Them?

If repeated attempts to contact the employee have been unsuccessful, you should write to them. Your letter should:

• Confirm the dates they have been absent.

• Explain that you've been unable to contact them.

• Ask them to get in touch by a specified date.

• Invite them to explain their absence.

• Explain that continued failure to respond may result in formal action.

This demonstrates that you've made reasonable efforts to establish what has happened before progressing matters further.

Has the Employee Abandoned Their Job?

Not necessarily. One of the biggest misconceptions is that an employee automatically resigns if they stop attending work. In reality, employers should avoid assuming someone has abandoned their employment simply because they have been absent without contact.

Instead, you should continue making reasonable enquiries, investigate the circumstances and give the employee an opportunity to explain before making any decisions.

Can You Stop Paying an Employee Who Is AWOL?

This will depend on the circumstances. Where an employee is absent without authorisation and has provided no explanation, there may be situations where pay can be withheld. However, employers should be confident they understand the facts before making this decision.

For example, if the employee later provides medical evidence showing they were genuinely unable to work, the position may be different. If you're unsure, it's sensible to seek HR advice before withholding pay.

Can You Dismiss an Employee for Going AWOL?

Potentially, but not immediately. Even where an employee has disappeared without explanation, employers should still follow a fair process before considering dismissal. This will usually involve:

• Making reasonable attempts to contact the employee.

• Investigating the circumstances.

• Giving them an opportunity to explain.

• Considering all of the available evidence.

• Following your disciplinary procedure where appropriate.

If the matter progresses to formal disciplinary action, employers should also ensure they follow the ACAS Code of Practice on Disciplinary and Grievance Procedures, alongside their own policies. Taking shortcuts or assuming an employee has resigned could expose your business to unnecessary legal risk.

Keep Good Records

Throughout the process, keep records of:

• The dates of absence.

• Every attempt to contact the employee.

• Any emails or letters sent.

• Conversations with emergency contacts.

• Medical evidence received.

• Notes of any meetings or discussions.

Accurate records will help demonstrate that your actions were reasonable and consistent if the situation is later challenged.

The Key Is to Stay Calm and Follow a Fair Process

When an employee unexpectedly disappears from work, it's understandable to feel frustrated. However, it's important not to jump to conclusions or assume the worst.

By making reasonable attempts to contact the employee, considering whether there may be a welfare concern, investigating the circumstances and following a fair process, employers are far more likely to reach the right outcome while reducing the risk of legal claims.

Need HR Support?

Knowing what to do when an employee suddenly stops coming to work isn't always straightforward. If you're unsure how to handle unauthorised absence, need support investigating the situation or want to ensure you're following a fair process, BloomHR can help. Contact us for more information.