\I have an issue regarding an employee absconding for almost a week. She did call me on feb 2nd saying there is an emergency and she needs to be in her home town and will call me about her return dates once she reached her howm town. But she never called. Later I contacted her on 5th feb and she said that she wld not be able to come back as her father wants her to take care of their family business. she has an argument with her family but they insist upon she staying back. She said wld send an mail regarding the same. But I never received it till date.
I am been asked to mail her asking for an explanation? Do I need to mention abt the talks we had or ?????? Is there any format?

From India, Bangalore
If you're been asked for the explanation; explain all you had communicate with the employee and if you are having any mails on it keep document it and on that base you can sent warning note or final communcation.

From India, Ahmadabad
in my view you send a letter mentioning that as per attendance record you are absenting form so and so date .explain why disciplinary action should not be initiated againsy you. donot mention telephonic conversion.
js malik

From India, Delhi
Dear Sandhya,
I think you should mention the details of the interaction that you have had with the employee in the mail and ask her to confirm the details of the same. Following which you should sent a warning letter informing her that she has been absconding and necessary actions as per your company policy would be taken if she does not revert back with he explanation on her actions.

Keep the record of every written or mails. Or send a register notice by post through your legal department ( if you have ) where she will have to sign it after receiving. Send a stern warning so that she will revert back. Generally people to be very precise girls do get tensed with warnings so she will revert.
Telephonic conversations will not count.

From India, Salai
Dear if you don't have any written intimation about leave extend then as per appointment letter you can issue him a show cause letter and send it through register AD and if he didn't respond after that then you can issue him a termination letter
From India, Bangalore
You should mention all the conversation you had with her. You hve waited so many days, which means you have given the person the opporunity to reply. What you can do is: Send her a warning letter mentioning that she should join immediately or she would be terminated. This will help you, I have practised in my earlier organisation, it works.
The employee either returns / calls / replies to the letter.

Hi Sandhya,
Probably.. My suggesstion here will be to speak with her collegues if you can get any in sights .. May be she has gone on a personal emergency. To maintain a Employer-Employee relatioship, it will be great if you do this before you proceed.
Many Thanks,

From India, Madras
HI Sandhya In most of the companies there is usually a clause in the appointment letter that in case any employee remains absent from work for more than 3 consecutive days without infroming management or Human Resources Deptthen management reserves the right to terminate the services of such employee with immediate effect. If you have such a clause in your appointment/confirmation letter then please quote the same in themail that you will be sending her . In case you decide to terminate the services of the employee then also mention that due to your uninformed absence the business interest of the company has got adversely affected hence the compnay has decide to forfeit any pending salary that the company owes you and as a discplinary action the company will not issue you any relieving letter or experience certificate I hope this makes sense to you
From India, Pune
Dear Sandhya,
Please send a warning letter giving the employee 5 days time to revert. If she reverts, then action accordinly, if she doesnt, then issue a second warning letter giving her 5 days time to revert back, mentioning that in case of no revert she will be terminated.
In case case of no revert to the 2nd letter, issue the termination letter.

From India, Bangalore

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