Long Absent.. How To Deal With It? - Doc Download - CiteHR
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HI All

Thanks for your support

Well Sameer we have faced cases like this in the past generally with the trainees/ programmer, they will disappear and suddenly one day they will come and submit their resignation and ask to get them relieve on the same day as they have to join in the new company.

We relieve them just not to hurt them and above all they are not giving any productivity to the organization. But this is continuing.

Can we make them understand that they have to serve the notice period if not what the organization can do...

Another issue, once an employee just vanished while he was working on an important project and he never replied any calls or email and on one day he just send an emial that the company is not having any human touch to its employees how can we deal with this kind of issues

what was done with this issue: 1: calls to his mobile,

2: calls to his family memers

3: tried with his colluegues

4: sent a mail at last

all the above steps were taken for 2 working days....



Dear Falguni,

Have u ever tried to study, why your employees leave without intimating HR deptt. or their boss? Do you have any bond system? What is notice period duration in your organisation?

People usually leave the organisation when they anticipate any problem with present employer post separation or at the time of separation or they have any bond, and they are under obligation to pay something for not completing the period as per bond.

Some important reasons, why employees don't inform --

1. New employer put pressure to join immediately.

2. Employee don't have any stake in the company therefore gets nothing through full & final settlement (no PF, gratuity, leave encashment, etc).

3. Unmature behaviour (because most of IT resources are very young), they don't have the understanding of consequences of termination.

4. Some employees play smart (don't want to pay company loan or other dues back to company before leaving)

5. Another important reason, they want to settle down in new job before resigning (keep the option open to return back).

Now what can u do, with such cases --

first, there is no set rule for this.

second, always take the professional approach (with human angle)

third, if despite of your best effort for contacting him (but the employee not responding) somebody says that you don't have human values, pl tell that persons that he don't have the basic manners and working ethics and he should not talk about human touch. Terminate him. send a copy of this termination letter to his new employers, they should also know the character of such employee.

There are various aspects of this. I will request you to study you organisation cases and take the appropriate action accordingly.

With best wishes


Thanks Sameer
Its sometimes very difficult to change the rules set by others so have to work in the rules, I hope you got my point.
Tell me a way how we can reduce this issue. They have reasons like not well, mother is sick, some one died, family need him/her, and the end they will be joining some companies and there would be verification mail about them in inbox..
I know there is something wrong with the policies but its not easy to change the policies, thats the reason I have started working on a parallel policy without my management knowing about it, once I complete it will show it to them.. If they agree then it will come in place or else continue the same old tradition...

In my previous company what we used to do was that, first have to check what is the reason that employee is not coming, then phone call can be done at initial level and, then if not treasable, then we can send a warning letter stating for resuming the duties.

Rather than mailing post your verbal warnings, get it in writing from the person that unauthorised absenteeism shall not be welcome in the future and necessary corrective measures will be taken if repeated.

Is it first time employee is on unauthorized leave or repetitive in nature.
If it first time, have discussion with HOD and give an oral warning to the employee stating that the way he was on leave is not professional and should not repeat the in future and ask him to improve the same.
If it is repetitive in nature give a warning letter and also call employee for counseling in consultation with concern HOD.


What I have understood through your case is

1. Absenting oneself without intimation

2. Disciplinary actions seems uncourteous behaviour from the organization point of view

For first issue, refer back to the past for an understanding of his frequent absentism in the following manner. If it is frequent, urgent counselling is required to understand as to why the person is doing so. If no valid reasons are their then he can be left with the warning and repetition of the behaviour will lead to the punishment as decided by the organization.

If for the first time, understand the reason and polietly can be told of the acceptable behaviour in the organization.

All the absentees without notice/prior approval should get a warning letter approved by the head of the department.

I strongly believe that when the person is inducted in the organization he should necessarily be made to go through the HR Policy which address issues such as promotion, Leave, Training, Rewards,etc..... No employees will question when the action taken is based on the documents (HR Policy Manual).


Dr. Kavita R. Shanmughan

OD Facilitator

Hi well in such case of absenteeism what you can do is issue a warning letter stated that if the emp rapid it again then there will be deduction in his salary seem gusain
Dear falguni,
In case of long absentee our policy is as follows,
1. We firstly confirm whether the reason stated by employee is a fact.
2. If it is not a fact,we warn him not to do this again.
3. If it is found that he repeates,then dsciplinary action is taken,his leave is made without pay,memo given to him.
4. We have made a clause --regarding long absentism and without information -- in appointment letter that management has aright to terminate the employee in case of continuous seven days absentee without prepermission.

HI falgunikumar

you have to consider the grivance of the employee .

you have to evaluate the problem and find solution at ur level

still it is with beyond ur limit brting it to the notice of the ur higher authority,if the problem is geniune . somebody wants to leave the organisation for joining the new and better offer, in this case you need to take disciplinary action as per ur company policies.

ultimate bad name goes to hr department only from management and from jobmarket . we need to maintain hr relations atlast.


If a employee goes on a leave for 3+days and without information, what actions / steps can be taken. It should be such that he/she will not feel bad. In the past we had an issue like this, one was absent for 3+day without intimation, tried to reach him through calls, emails, friends but in vain , no reply so we have sent a mail saying any unauthorised absent will be treated as absconding from work. He was very angry and said the policy is not friendly and there is no personal relation maintained with employees. Can any one help me out with this.



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