No call no show policy for hourly employees
A missed shift with no warning leaves the rest of the team short and the manager scrambling for cover. A clear no call no show policy will not stop every one, but it tells people exactly how to call out, what happens if they do not, and how emergencies are handled. This guide covers what to put in the policy, how to apply it fairly, and a template you can copy. It is practical guidance, not legal advice.
The short answer
A no call no show policy is a short written rule that says how an hourly employee must call out of a shift, by when, and what happens if they miss a shift without contacting anyone. A good one defines a no call no show, names one call-out method and a backup contact, sets a call-out deadline before the shift, lays out the steps after a first, second and third incident, explains how emergencies and protected leave are handled, and is applied the same way to everyone.
Jump to what to put in the policy, the template or common questions.
What counts, and what does not
Before you write the rules, separate the situations. Treating every attendance problem the same way makes a policy feel unfair and hard to follow.
No call no show
The employee misses a scheduled shift and does not contact anyone beforehand. This is what most policies are written to address.
Late call out
The employee does let you know, but after the deadline in your policy, such as minutes before the shift. Many policies treat this differently from a full no call no show.
Late arrival
The employee shows up, but late. Usually handled by a separate attendance or tardiness rule rather than the no call no show policy.
Excused absence
An absence for a reason the law or your policy protects, or one the employee could not reasonably report ahead of time. Your policy should say how these are handled.
What to put in a no call no show policy
1. Define a no call no show in plain words
Start with one clear sentence: a no call no show is when an employee misses a scheduled shift without contacting the business before the shift starts. Then say whether being very late without contact counts the same way. Ambiguity here is what makes a policy hard to apply.
2. Say exactly how to call out
Most no call no shows happen because the employee did not know who to tell, or the usual way of reaching someone did not work. Name the method, such as a call or a text to the shift manager, and give a backup if that person does not answer. Say whether a message to a coworker counts. It usually should not.
3. Set a call-out deadline
Give a deadline before the shift, set by how long it takes you to find cover. A business that can fill a shift quickly can set a short window. One that needs time to call in a replacement should ask for more notice. Whatever you choose, put the number in the policy and in the onboarding materials.
4. Lay out what happens after one, two or three
Spell out the steps. A common approach is a documented conversation after the first no call no show, a written warning after the second, and possible termination after the third within a set period. Some businesses treat a first no call no show more seriously for critical shifts. Choose a ladder that fits your business and write it down.
Also say how long an incident stays on record. A rolling period, such as the last few months, gives people a way back after a bad week.
5. Cover emergencies and protected absences
Real emergencies happen: a car accident, a hospital visit, a family crisis. Say that you will consider genuine emergencies and that the employee should contact you as soon as they reasonably can. Also note that absences protected by law, such as certain medical, family or jury duty leave, are handled under those rules rather than this policy.
Your call-out rule still matters here. Under the U.S. Department of Labor's FMLA rules, when the need for leave is not foreseeable, an employee generally has to follow the employer's usual call-in procedure, such as calling a designated number or a specific person, unless unusual circumstances get in the way. Someone who needs emergency medical treatment does not have to follow it until their condition is stable and they are able to use a phone. The FMLA only covers certain employers and employees, so check whether it applies to you.
Leave and attendance rules vary by state and city. Have your policy checked against the laws where you operate before you rely on it.
6. Explain job abandonment, if you use it
Some employers treat several consecutive no call no shows as job abandonment, meaning the employee is considered to have quit. If you use this, state the number of consecutive shifts and say that you will try to reach the employee before deciding.
7. Apply it the same way to everyone
A policy only works if it is applied consistently. Write down each incident, the date, the shift and any reason given. Apply the same steps to every employee in the same situation. Inconsistent enforcement causes resentment on the team and can create legal risk.
8. Make it part of onboarding
Share the policy before the first shift, walk through how to call out, and ask the new hire to acknowledge it. Repeat the call-out method on the schedule or in the team chat so nobody has to look it up when they are already running late.
A no call no show policy template you can copy
No call no show policy A no call no show is when an employee misses a scheduled shift without contacting [business] before the shift starts. Arriving more than [time] late without contact is treated the same way. How to call out: if you cannot work a scheduled shift, contact [role or name] by [call or text] at [number] at least [notice] before the shift starts. If you cannot reach them, contact [backup role or name] at [number]. A message to a coworker does not count as calling out. What happens next: - First no call no show within [period]: a documented conversation with your manager. - Second within [period]: a written warning. - Third within [period]: may result in termination. - [Number] consecutive no call no shows: treated as job abandonment, after we try to reach you. Emergencies: if a genuine emergency stops you from calling out, contact us as soon as you reasonably can. We will consider the circumstances. Absences protected by law are handled under those rules, not this policy. Incidents stay on record for [period]. I have read and understand this policy. Name: ____________ Signature: ____________ Date: ________
Fill in the brackets, check it against the laws where you operate, and add it to your handbook or onboarding pack.
Preventing no call no shows in the first place
A policy deals with the problem after it happens. Most of the prevention happens earlier. Be clear about pay, hours and location in the job post so nobody takes a shift they did not want. Publish schedules early and send a reminder before each shift. Make calling out easy, because an employee who can reach you in one message is far more likely to do it. And notice the people who show up every time, because they are the ones you want to keep.
Start with a post that sets expectations, using the job posting template for hourly jobs, and check that your offer is in line with local pay with the free hourly pay checker. If you are adding people for a busy stretch, see how to hire seasonal employees, and to find candidates your team already trusts, set up an employee referral program.
How ShowUp helps
ShowUp is built for hourly and shift hiring. Every post shows pay, so candidates know what the job is before they apply. After each shift, the employer marks it complete or a no-show, and workers carry a show-up record, so you can see who is reliable before you book them. No-shows cost workers instant booking. See how it works.
Questions
What is a no call no show?
It is when an employee misses a scheduled shift without contacting the employer before the shift starts. Most attendance policies treat it more seriously than a late call out or a late arrival.
How many no call no shows before termination?
It depends on the employer's written policy. Many use a ladder such as a conversation, a written warning and then possible termination within a set period, and some treat several consecutive no call no shows as job abandonment. Check the laws where you operate.
Can you fire an employee for one no call no show?
In many places an employer can, depending on the employment arrangement, the written policy and local law. Most employers prefer a clear ladder of steps so the policy is fair and consistent. Get advice for your state before acting.
What should a no call no show policy include?
A definition, how and when to call out, a backup contact, the steps after each incident, how long incidents stay on record, how emergencies and protected absences are handled, job abandonment if you use it, and an acknowledgment for the employee to sign.
Does an employee have to follow the call-out procedure in a medical emergency?
Not right away. Under the U.S. Department of Labor's FMLA rules, an employee who needs emergency medical treatment does not have to follow the call-in procedure until their condition is stable and they are able to use a phone. Write an emergency exception into your policy and ask the employee to contact you as soon as they reasonably can.
Can an employer require employees to call a specific number to call out?
Yes. The FMLA rules give calling a designated number or a specific person as an example of a usual call-in procedure an employer may require, and say employees generally must follow it unless unusual circumstances get in the way. Name the number and the person in your policy so everyone knows exactly where to call.
How do you reduce no call no shows?
Make the call-out method simple and visible, send shift reminders, publish schedules early, keep pay and hours clear from the job post onward, and recognize the people who show up. A show-up record helps you rebook reliable workers first.
Sources
- 29 CFR 825.303, Employee notice requirements for unforeseeable FMLA leave (Cornell Law School, Legal Information Institute): When the need for leave is not foreseeable, an employee must comply with the employer's usual and customary notice and procedural requirements for requesting leave, absent unusual circumstances; an employer may require employees to call a designated number or a specific individual; an employee who requires emergency medical treatment is not required to follow the call-in procedure until their condition is stabilized and they can use a phone; and calling in "sick" without more information is not sufficient notice to trigger the employer's obligations under the Act.
See also ShowUp for employers, the onboarding checklist for new hires, how to reduce interview no-shows and how to hire hourly workers who actually show up.
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