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Dear All,
We are putting across a process to handle absconding employees in our organization which is an IT firm.
I want to know the series of various letters and the time period when those letters should be sent to the absconding staff.
It would be great if such letter format can be shared with me.
Thanks & regards
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Hi Amit,

The employee should be sent a first warning letter after one week of absence with out intimation. This varies on the leave policy from company to company.

Here's the format of the letter ..modify as needed


Name of the Employee

Emp ID


Sub. – Absence without Information

Dear Employeename,

It has been observed that you have been absent without any information from [Date] . You have neither informed your Manager nor anyone in HR about the reason of your absence from duty. This is against the provision mentioned in the Leave Policy......

Earlier also, you have been absent for -----days during date without any information to the Manager. ( earlier absence, if any)

You are hereby advised to report to duty within 48 hours of receiving this letter failing which appropriate action will be taken against you as per the rules of the company.


For Company name

HR Manager

Ideal to send this letter through registered post under certification of posting with acknowlegement due.

If the employees does not respond a second warning letter can be sent..On non receipt of communication after the second warning..a termination letter can be sent.

The processes / time frame / no. of occurance change from company to company.

Hope this will be of some help.


Thanks Sirisha for response.. Although its very late.. i have already framed up the process to deal with absconding staff.
I will share some of the letters formats which i came across while i was working on the process. I learned this from cite HR only.
Arpita : I hope this will be helpful.

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File Type: zip Warning Letter in case of absence without (27.9 KB, 3857 views)

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