How to Handle an Employee Who Always Calls Off on Mondays and Fridays
The pattern is unmistakable. Every absence falls on a Monday or Friday, creates a long weekend, or conveniently extends a holiday. You know what is happening. The challenge is addressing it in a way that is documented, consistent, and legally defensible, rather than based on your suspicion about what the employee is doing on those days.
Document the Pattern Specifically
The foundation of this conversation is data, not suspicion. Before you say anything, pull the attendance record and document every absence with the specific date and day of the week. The pattern needs to be visible in writing before you present it. 'You have been absent on eight occasions in the last three months. Six of those eight absences fell on a Monday or Friday' is a documented pattern. 'It seems like you always call out on Mondays' is an impression. Stick with the pattern.
Check for Protected Leave First
Before addressing the pattern as a conduct issue, check whether any of the absences could be FMLA or ADA-protected. An employee with a chronic condition that flares predictably, including on weekends in ways that affect their Monday availability, may have a protected leave situation even if the pattern looks suspicious. If you have any reason to believe a medical condition is involved, consult with HR before proceeding. This can get sticky very quickly, so be sure to get some help.
Have the Direct Conversation
Present the documented pattern factually and give the employee the opportunity to explain. Do not lead with accusation.
'I want to talk about your attendance pattern. Looking at the last three months, you have had [number] absences, and [number] of them have fallen on Mondays or Fridays. I want to understand if there is something going on that I should know about.'
Two things may happen: the employee discloses a medical situation that needs to be addressed through a leave process, or the employee has no legitimate explanation. Either way, you have given them the opportunity to be heard before you escalate.
Apply the Attendance Policy
If there is no protected leave situation and the pattern continues, apply your attendance policy consistently. Each absence that exceeds your policy thresholds triggers the next step in your progressive discipline process, regardless of which day of the week it falls on. You are not disciplining the employee for taking Mondays off; you are disciplining them for violating your attendance policy, as documented.
Make this distinction explicit in your documentation: 'Employee has exceeded the attendance threshold defined in company policy. The following absences have been documented: [list with dates and days].'
The Consistency Check
Apply this standard to every employee with a similar attendance pattern. If you address it with this employee and not with another employee who has a comparable record, the inconsistency creates legal exposure. The standard is the policy, not the pattern you find most suspicious. Be consistent.
Make sure your attendance policy can support this conversation
Our Attendance & PTO Policy Template includes the exact language, thresholds, and structure managers need to handle patterns like this consistently and legally.
Questions about this or other HR topics? Visit pragmatichrgroup.com for more resources.
