Dear All,
One of the employees in my organization has been absent for the past three weeks without providing any information. We have been attempting to contact him on his phone number, but he is not responding. Please advise me on how to proceed with issuing a termination letter on behalf of the company.
Should a warning letter be sent before the termination letter?
If you have any templates for these letters, please send them as soon as possible.
Regards,
Annu
From India, New Delhi
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3One of the employees in my organization has been absent for the past three weeks without providing any information. We have been attempting to contact him on his phone number, but he is not responding. Please advise me on how to proceed with issuing a termination letter on behalf of the company.
Should a warning letter be sent before the termination letter?
If you have any templates for these letters, please send them as soon as possible.
Regards,
Annu
From India, New Delhi
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Dear Annu,
In your case, the employee is absconding, and you have to terminate or strike her name from the company's payroll.
Please follow the steps below:
Step 1
First letter format (Add the name to address)
Unauthorized Absenteeism
Dear Mr. Kumar,
You have been absent from duty since 3rd January 2010 without any information or intimation. You are hereby advised to report for duty within 24 hours of receipt of this letter; otherwise, disciplinary action may be initiated against you.
Company Name
Authorized Signatory
Step 2
Second letter format (Add the name to address)
Unauthorized Absenteeism
Dear Mr. Kumar,
This is further to our letter dated 04/02/11 regarding your absence from duty since 3rd January 2010 without any information or intimation. You are hereby given another opportunity to report for duty within 24 hours of receipt of this letter; otherwise, disciplinary action may be initiated against you.
Company Name
Authorized Signatory
Step 3
Third letter format (Add the name to address)
Unauthorized Absenteeism
Dear Mr. Kumar,
This is in reference to our letters dated 04/02/11 & 11/02/11 regarding your absence from duty since 3rd January 2011 without any information or intimation. Since you have neither replied nor intimated via any source, it seems you are no longer interested in continuing your services with Celebi. Therefore, your name is being struck off from the company's rolls. You are advised to contact the account department on any working day for full and final settlements of your accounts.
Company Name
Authorized Signatory
Follow the steps and then strike off her name.
Note: Kindly send the letter through registered post and maintain a gap of some days between the letters.
Thanks,
SS
From India, Delhi
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In your case, the employee is absconding, and you have to terminate or strike her name from the company's payroll.
Please follow the steps below:
Step 1
First letter format (Add the name to address)
Unauthorized Absenteeism
Dear Mr. Kumar,
You have been absent from duty since 3rd January 2010 without any information or intimation. You are hereby advised to report for duty within 24 hours of receipt of this letter; otherwise, disciplinary action may be initiated against you.
Company Name
Authorized Signatory
Step 2
Second letter format (Add the name to address)
Unauthorized Absenteeism
Dear Mr. Kumar,
This is further to our letter dated 04/02/11 regarding your absence from duty since 3rd January 2010 without any information or intimation. You are hereby given another opportunity to report for duty within 24 hours of receipt of this letter; otherwise, disciplinary action may be initiated against you.
Company Name
Authorized Signatory
Step 3
Third letter format (Add the name to address)
Unauthorized Absenteeism
Dear Mr. Kumar,
This is in reference to our letters dated 04/02/11 & 11/02/11 regarding your absence from duty since 3rd January 2011 without any information or intimation. Since you have neither replied nor intimated via any source, it seems you are no longer interested in continuing your services with Celebi. Therefore, your name is being struck off from the company's rolls. You are advised to contact the account department on any working day for full and final settlements of your accounts.
Company Name
Authorized Signatory
Follow the steps and then strike off her name.
Note: Kindly send the letter through registered post and maintain a gap of some days between the letters.
Thanks,
SS
From India, Delhi
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Date:-.......................
Mr. XYZ
Address
New Delhi – ........
Regarding: Termination of your services from <company name>.
Dear XYZ,
This is in reference to your absenteeism since <date>. We have the reason to understand that there has been no formal permission requested by you from our office in this regard.
It has been observed that your attendance has been irregular since last week of <date> which we fail to understand your sudden vacation to your hometown for an extended period of time. Needless to mention this is affecting your performance as well as hampering the Organization.
Please note that this kind of negligent behaviour and indifferent performance does not reflect on the commitment expected from you, while you are still on probation period, at <company name>.
As you have not lived up to the desired standards of <company name>, please consider this as a notice towards the termination of your employment with immediate effect.
For <Company Name>
Your Name
Designation
From India, Delhi
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Mr. XYZ
Address
New Delhi – ........
Regarding: Termination of your services from <company name>.
Dear XYZ,
This is in reference to your absenteeism since <date>. We have the reason to understand that there has been no formal permission requested by you from our office in this regard.
It has been observed that your attendance has been irregular since last week of <date> which we fail to understand your sudden vacation to your hometown for an extended period of time. Needless to mention this is affecting your performance as well as hampering the Organization.
Please note that this kind of negligent behaviour and indifferent performance does not reflect on the commitment expected from you, while you are still on probation period, at <company name>.
As you have not lived up to the desired standards of <company name>, please consider this as a notice towards the termination of your employment with immediate effect.
For <Company Name>
Your Name
Designation
From India, Delhi
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Dear Members, Hope attached file will help you. thanks Aparna
From India, Mumbai
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From India, Mumbai
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I would like to add that if the employee is a regular employee and has completed 240 days, then you will have to publish the termination notice in the newspaper of your company's local area as well as in the newspaper of the employee's local area.
From India, Mumbai
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From India, Mumbai
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Dear all,
My contract staff (foreign worker - expatriate) is still under contract. He applied for emergency leave through email (did not state how many days). He has been absent for the past two weeks. We have been trying to call his number, but cannot reach him. Below is a sample email from him. Kindly advise. Thank you very much.
E-mail from my employee:
Dear Sir,
Due to my wife's pregnancy problem (emergency), I did not inform you promptly. Please consider the above matter and do the needful.
Thanking you,
Yours truly,
From Malaysia, Kuala Lumpur
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My contract staff (foreign worker - expatriate) is still under contract. He applied for emergency leave through email (did not state how many days). He has been absent for the past two weeks. We have been trying to call his number, but cannot reach him. Below is a sample email from him. Kindly advise. Thank you very much.
E-mail from my employee:
Dear Sir,
Due to my wife's pregnancy problem (emergency), I did not inform you promptly. Please consider the above matter and do the needful.
Thanking you,
Yours truly,
From Malaysia, Kuala Lumpur
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Dear Paramjeet,
Please do not suggest publishing the termination details in the newspaper, as doing so could be considered defamation. The company could be held liable for defamation of the terminated individual. When providing references to a new prospective employer, the previous company can share information such as the employee's date of joining, date of relieving, salary details (CTC or Gross), and, if mentioned in the service certificate, the reason for leaving. However, the old company is not obligated to provide any speculative or predictive responses to inquiries from the new recruiter of the terminated employee.
Additionally, I would like to add that if the employee is a regular employee and has completed 240 days of service, then the termination must be published in the newspaper of your company's local area, as well as in the newspaper of the employee's local area.
Thank you.
From India, Kumbakonam
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Please do not suggest publishing the termination details in the newspaper, as doing so could be considered defamation. The company could be held liable for defamation of the terminated individual. When providing references to a new prospective employer, the previous company can share information such as the employee's date of joining, date of relieving, salary details (CTC or Gross), and, if mentioned in the service certificate, the reason for leaving. However, the old company is not obligated to provide any speculative or predictive responses to inquiries from the new recruiter of the terminated employee.
Additionally, I would like to add that if the employee is a regular employee and has completed 240 days of service, then the termination must be published in the newspaper of your company's local area, as well as in the newspaper of the employee's local area.
Thank you.
From India, Kumbakonam
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Dear Ninie,
As your staff has conveyed about his problem, please have some humane consideration before terminating the staff. Of course, I can understand that you do not have the power to keep him or terminate him, and you have to obey the management decision. But you can influence the management to look at the matter with humanity.
Please send an email about the present position of his family and try to extend some help, if possible, for the absent staff. Upon his return, you can raise the formal or informal charge sheet, conduct disciplinary proceedings, and complete all the paperwork so that you do not feel in the future that we wrongfully terminated an innocent staff during his difficult period.
All the best.
From India, Kumbakonam
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As your staff has conveyed about his problem, please have some humane consideration before terminating the staff. Of course, I can understand that you do not have the power to keep him or terminate him, and you have to obey the management decision. But you can influence the management to look at the matter with humanity.
Please send an email about the present position of his family and try to extend some help, if possible, for the absent staff. Upon his return, you can raise the formal or informal charge sheet, conduct disciplinary proceedings, and complete all the paperwork so that you do not feel in the future that we wrongfully terminated an innocent staff during his difficult period.
All the best.
From India, Kumbakonam
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Hi All, Pelase advise the rationale behind sending 2 warning letters before the termination letter. regards, Vanita
From India, Mumbai
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From India, Mumbai
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Please help me write a warning letter to an employee for not being at the office during any corporate visit without providing any information. Every time there is a surprise visit, it has been observed that she was not there.
Awaiting your reply.
Thanks,
Mukesh Ayudh
From India, New Delhi
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Awaiting your reply.
Thanks,
Mukesh Ayudh
From India, New Delhi
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I am working as an HR in a private company. Kindly give your suggestions on the following case:
Handling Employee Performance and Attendance Issues
A fresher joined our company 3 months ago. Initially, he was performing well in terms of work, punctuality, and attitude. However, for the past month, he has been frequently taking excessive leave, arriving late, and his performance has also deteriorated. In addition, his parents have been contacting me and my director to inquire whether he has been coming to the office. Our management has decided to let him go after a 1-month notice period. I would appreciate your assistance in handling such employees.
Thank you.
From India, Chennai
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Handling Employee Performance and Attendance Issues
A fresher joined our company 3 months ago. Initially, he was performing well in terms of work, punctuality, and attitude. However, for the past month, he has been frequently taking excessive leave, arriving late, and his performance has also deteriorated. In addition, his parents have been contacting me and my director to inquire whether he has been coming to the office. Our management has decided to let him go after a 1-month notice period. I would appreciate your assistance in handling such employees.
Thank you.
From India, Chennai
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Kindly provide me the warning letter for Drunken employee during office hours and unauthorised absent from duty
From India, Delhi
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From India, Delhi
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Hello CandidateName,
I regret to inform you that your employment has been terminated from our organization due to your irregular attendance. It is unacceptable for a trainee to be absent without reason, as per our company's regulations. Failure to provide a valid explanation in response to the show-cause notice has led to this decision.
You have been absent from work since (mention the date). Since your absence was unapproved and we have not received any communication from you, we consider that you have abandoned your position.
Per our policy regarding job abandonment, your employment is terminated effective (mention the date).
Please return the company property listed below promptly:
(share the assets details)
If the aforementioned items are not returned by (DATE), (company name) may take legal action to recover the equipment.
Your final paycheck will be deposited into your account on (mention the date).
Your health benefits will cease on (mention the date).
Should you have any queries, do not hesitate to contact us.
I wish you success in your future endeavors.
Regards,
From India, Noida
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I regret to inform you that your employment has been terminated from our organization due to your irregular attendance. It is unacceptable for a trainee to be absent without reason, as per our company's regulations. Failure to provide a valid explanation in response to the show-cause notice has led to this decision.
You have been absent from work since (mention the date). Since your absence was unapproved and we have not received any communication from you, we consider that you have abandoned your position.
Per our policy regarding job abandonment, your employment is terminated effective (mention the date).
Please return the company property listed below promptly:
(share the assets details)
If the aforementioned items are not returned by (DATE), (company name) may take legal action to recover the equipment.
Your final paycheck will be deposited into your account on (mention the date).
Your health benefits will cease on (mention the date).
Should you have any queries, do not hesitate to contact us.
I wish you success in your future endeavors.
Regards,
From India, Noida
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Warning letter- for absenteeism.doc