Dear All,
One of the employee in my Organization is absent from past 3 weeks and that too without any information.
We are trying his phone number but he is not receiving the call, please suggest me how should i go forward. I think that he has absconded.
Is there any warning letter or Termination letter that has to be sent??
If you have any letter, kindly send that ASAP.

From India, Delhi
legal professional

Unauthorized absence is offence.Any employee can be terminated,if he or she does not give sufficient/convincing reply to unauthorized absence.You give issue show notice for the same.If he does not reply to the can terminate him.


From India, Hyderabad
Human Resources

i hope this helps...

a letter for absenteeism of employee who hasnt reported to work aftr his leave got over...

its in the statutory format...such warnings need to be sent by registered ad...


Through Registered AD



Name – Designation (Dept)

Current Address


Your leave was sanctioned up to --date--; accordingly you were supposed to report to your duty on --date--.

---Reason/ Issue (Eg. We tried to reach out to you several times on your mobile number and have also kept a message to contact us urgently. You have neither responded to our communication nor joined your services till day.)--

You are hereby directed to resume your duty on or before --date--, failing which it will be presumed that you have abandoned the services of the company.

For --company name--


Name & Designation of Authorized HR Person (Some Sr. Person)

--alternate addresses of the person (here also a registered AD has to be sent)--


Hello ,
I am a student from Bangalore . I have noticed your problem and my suggestion would be to remove him from services if he has not informed you about his leave . My prediction would be that he might have got a job somewhere.

Thank you


Dear Ms. Monica,

I have gone through your queries and noted the contents. In this context, I would like to inform you that you can not terminate any employee, without any justified reason/chance for the sake of principle of natural justice. As your employee is absenting from the duty since quite long time unauthorisedly, you can directly sent a show cause notice by regd ad. I am providing a format.

DATE : 29TH May, 2006



Show Cause

It has been observed from the attendance record that you are absenting from the duty unauthorisedly i.e. without permission since <Date> till date.

Your continuous unauthorized absence, if proved, comes within the purview of breach of discipline and negligence of duty, and hampering daily day to day activities in your department.

You are therefore directed to furnish explanation in writing within 48 hours of receipt of this show cause as to why appropriate disciplinary action should not be taken against you for your above misconducts, failing which it will be presumed that you have no explanation to offer and the matter will proceed exparte.

Yours faithfully,


After receipt of his/her reply you will have to verify his explanation then if you are not satisfied, you will have to call for an domestic enquiry and followed by termination.


Mr. Chandan

From Japan, Tokyo
Management Consultant

Absence from duty for three days continously is to be treated as absconding and disciplinary action is to be taken against the defaulter. official show cause notice for termination can be sent to residence. maintain record of all communication efforts. Alos make efforts to find out whereabouts (may have joined some where) or may be sudden serious illness. But ultmately to terminated. may come back to ask for the salary of the working period afterwards so maitain a charge sheet.

From India, New Delhi
Sr. Executive HR

Dear Moni

Unauthorised absentisum is a serious misconduct under service rule.

Letter 1

It has been observed from our attendance record that you are remaining absent w.e.f 05.03.2007 onwards without prior sanction Leave.

Your previous record reveals that you are habitual to remain absent from duty in an unauthorized manner, for that you have warned but no improvement found in your records.

Sudden absence dislocated the normal work of the establishment, while such absences, on your part have adverse effect both on output as well as on discipline. Absence from duty is a serious misconduct under service rule.

In view of above, you are advised to explain in writing within 72 hours as to why an appropriate disciplinary action should not be taken against you.

If you fail to submit your explanation within the specified time, it shall presumed that you accept the charges to be correct and have no explanation to offer. In that event, management will be at liberty to take an appropriate action without further reference to you.

Name of company

Authorized signatory.

It can be helpful to you


From India
HR Consulting

Dear Ms. Monica,

You can send a registered letter, asking him to present his case for his absence for duty without any permission, in person, within a stipulated date (The formats of the letter has been provided by other members in their postings.) You can mention in your letter that, if he does turn up within the date, he will be terminated.

If the employee does not present himself, you can give him a grace period of 15 days (it is only on humanitarian grounds) and after that terminate his service.

In case, if the employee, is not willing to accept the registered letter, do not worry. According to law, even if the receipent does not want to accept a registered letter, delivered at his door step, it is presumed to be accepted and the sender is presumed to have complied with the formalities.

Alternatively, you can send the department personnels to his residence to find out why he has turned up for duty.

If nothing of these sorts work out, the only solution is giving a ad. in 2 newspapers, asking the employee to reply, failing which he will be terminated.



From India, Madras
sunil taurus

Dear Monica,
If he is not responding to your communication that means he is not interested in work for your org. I am sure he must have take most of his monetary dues before absconding (they normally do that after getting Salary). This has become perennial problem for Small & Medium Business segments across all department & Levels. Employee run away without notice or communication.
This employee must have definately got better offer, plus he must have been offered extra incentive for joining immediately.
I dunt think sending warning letter will help much, but you have to try !!
Move ON !! forget about him !! All the very Best !
Sunil Taurus

From India, Mumbai
Human Resources

That's called Job Abandonment......depending on your company handbook most employees that no call, no show for 3 days are considered terminated but here's a letter that may be helpful:
Dear employee,
You were scheduled to work on........... When you did not appear at work, your supervisor, Mr........called you find out if you were planning on reporting to work on that day. He did not get an answer so he left a message on your voicemail. Our company has a 3 day no call, no show policy which you can reference in your employee handbook which states no call no show results in automatic termination. Since you have not reported to work in.......days you are terminated with out further notice. I have left you a message on your home phone with this information at ... ... ..... In addition, this letter is being sent to you via express overnight delivery to your last know address.

From United States, Seattle

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