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How to write up a no-call no-show

An employee missed their shift and didn't call. The line was short and a section went uncovered. Here's what to write before the next shift starts, with an example and the mistakes that make a write-up useless later.

For restaurant, café & hotel managers · 5 min read

Get your own write-up as a PDF — free, 5 min

What counts as a no-call no-show

An employee misses a scheduled shift and gives no notice before it starts. Texting a coworker, or a message after the shift ended, usually doesn't count as notice. Check what your own policy says.

No time to write it? Speak what happened. very cool report turns it into a clean, sealed write-up in about 5 minutes.

What to include

  1. 1Who.Name and position (server, line cook, front desk, room attendant).
  2. 2Which shift.Date, scheduled start and end, department.
  3. 3What happened.No arrival, no call; who tried to reach them and when.
  4. 4Impact.What it caused: short line, rooms not turned, guest wait. Facts only.
  5. 5History.Earlier no-call no-shows or attendance write-ups, with dates.
  6. 6Policy.The rule they broke, in your handbook's words.
  7. 7Action.Verbal, written or final warning, or termination.
  8. 8Next step.What happens if it happens again.
  9. 9Signatures.Manager, employee (or "refused to sign"), witness.

Example write-up

Employee write-up · No-call no-show

EXAMPLE · NOT A REAL EMPLOYEE

Employee:
Jordan M., Line Cook
Shift:
Saturday, 5:00–11:00 PM · Kitchen
What happened:
Did not arrive for the 5:00 PM shift and did not call. Manager called at 5:10 and 5:40 PM, no answer. Jordan texted at 10:15 PM saying he overslept.
Impact:
Line ran one cook short during Saturday dinner; ticket times went over 30 minutes.
History:
First no-call no-show. One late arrival documented on Sep 3.
Policy:
Handbook, Attendance: notify a manager at least 2 hours before a missed shift.
Action:
Written warning.
Next step:
A second no-call no-show will lead to a final warning.
Manager
Employee
Witness

Hotel version, same structure: "Room attendant, 8:00 AM–4:30 PM, housekeeping. 14 checkout rooms reassigned to two attendants."

Mistakes that make a write-up useless later

  • Written days later, from memory.
  • Opinions instead of facts ("lazy", "doesn't care").
  • No times, no proof of the calls you made.
  • No policy quoted, so it looks like a personal decision.
  • Treating one employee differently from another for the same thing.
  • No signature, and no note that the employee refused to sign.

Do it in 5 minutes, by voice

Writing this by hand takes 20 minutes you don't have at the start of a shift. Speak what happened, answer a few questions, and sign. You get a sealed PDF by email.

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Questions managers ask

Many employers treat one as a written warning and repeated ones as grounds for termination. It depends on your policy and your state. Talk to an employment lawyer before a termination.

Not legal advice. Laws vary by state.