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Dear All,

I am working as an HR Manager at professional services firms in F&A domain.

One of our employee (Mr. ABC) working in a responsible position in the IT department did not report to work for 3 consecutive working days & was on unauthorized leave. He was not available on his contact number either. Later we asked one of our employees who stay near his house to pay a visit & see if all is fine at the employee’s end. This employee who visited his house informed us that Mr. ABC is not well.

The next day Mr. ABC gave us a call & informed that he was not able to come to work as he was not well & said that he would report to duty next day. He came to work next day but again took a half day & went home. He has not come to office after that & has neither informed anyone at company. We tried calling him but his cell is switched off.

We later through a trusted source got to know that Mr. ABC is not going to join back & is planning to abscond as he has some problems in his personal life. But he has not informed us yet about this decision.

We are now in a fix coz as Mr. ABC holds a very responsible position in the IT department & his absence from work is affecting the work. We would like to have replacement for him.

But I do understand that before we do this I need to have a voluntary resignation form Mr. ABC or we need to terminate his service. Can you please let me know from a legal perspective what should be the time interval between issuing a warning letter through a Registered AD/Under Certificate Posting to him & issuing a service termination letter?

I would like to have your suggestions with regards to a situation above.

SV Erady

From India, Pune

Normally, before any action is initiated against an employee, he shall be given a reasonable time. This depends upon the sutuation. It may be one week or two weeks and even one month. An abconding employee may be summoned to give explanation within a week's time. That is enough. Since he is holding a responsible position which requires immediate replacement to run the business, you can proceed with the disciplinary action without any further lapse of time. My personal view on such action is that I will tolerate negligences of shop floor workers or employees holding less responsibilities, but I will not tolerate the negligences and lapses of those who are holding higher responsibilities.(The policy may be just reverse for many organisations which protect Managers but fire workers for silly matters- I humbly request not to raise issues on my statement)

For your ready reference I am attaching a PPt on the general procedures to be followed while conducting a disciplinary action.



From India, Kannur
Attached Files (Download Requires Membership)
File Type: ppt DISCIPLINARY ACTION.ppt (355.5 KB, 1208 views)


I agree with what Madhu has said. If it is absence with out prior approval and information,We in our organisation used to send a letter first asking to explain the absence and then if we dont get any reply within 15 days can send a termination note.

From Singapore

To terminate employee for misconduct of unauthorized absence is very difficult in India. Of course departmental inquiry has to be conducted. But even then he can not be terminated by way of punishment for small period of absence. It is not legal. You can get resignation letter terminate services as per the clause in the appointment letter. Warning is also a kind of punishment which casts stigma necessitating inquiry. Just sending termination letter by post without enquiry is illegal.
S.M. Paranjape,
Labour law consultant, Pune
Ph 9850083760

From India, Pune

Legal Aspect:
Hi All,
One important point is missing here. As it appears Mr ABC is working on a responsible post he is probably in a Managerial cadre and therefore not governed by Labour laws. [He is not 'employee' as required by law]In that case no Departmental Enquiry is necessary and the punitive action against him can be taken in accordance with the terms and conditions of his appointment letter.
Sameer Paranjape, Labour Law Consultant, Pune

From India, Pune
Its really nice to see some people share information’s and doc in order to improve and implement a professional work environment , nevertheless , I would like to ask about some spreadsheets like xls file worksheet in which I can use it to creat a time and attendance dashboard charts which it will be an analysis charts between all reports ,,, I have all time and attendance sheets and reports like working hours, OT ,Premium OT,ABSENT,ANNUAL LEAVE,NOT REPORTING and all other reports,,, my question here !!!!!! ,,,, is there any way to draw a chart or any analysis to combine these reports in one stand alone sheet, which it will help to visualize the attendance and draw a snapshot of weekly and monthly reports.. the sheets i have it includes employee name, Grade , Positions and all other attendance details.

To be frank I have fully interest about this web site and seriously I got benefits and already am using some valuable information’s and docs that I have taken from team members

So waiting any other valuable dashboards and time management analysis


Ahmad Alhajj

From United Arab Emirates, Abu Dhabi
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