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 she is not receiving the call, please suggest me, Co. want to issue termination letter, how should i go forward.
Is there any warning letter or Termination letter that has to be sent??
If you have any letter, kindly send that ASAP.

From India, New Delhi
Dinesh Divekar
Business Mentor, Consultant And Trainer
Industrial Relations
Human Resource - Payroll, Policies
Swetank Sinha
Human Resource
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Swetank Sinha

Dear Annu,

In your case the employee is absconding and you have to terminate/struck her name from payroll of the company.

Please follow the following steps:

Step 1

1st letter format (Add the name whom to address)

Unauthorized Absenteeism

Dear Mr. Kumar,

You have been absenting from duty since since 3rd January 2010 without any information or intimation. You are hereby advised to report for duty within 24 Hrs of receipt of this letter; else disciplinary action may be initiated against you.

Company Name

Authorized Signatory

Step 2

2nd letter format (Add the name whom to address)

Unauthorized Absenteeism

Dear Mr. Kumar,

This is further to our letter dated 04/02/11 regarding your absenting from duty since 3rd January2010 without any information or intimation. You are hereby given another opportunity to report for duty within 24 hours of receipt of this letter, else disciplinary action may be initiated against you.

Company Name

Authorized Signatory

Step 3

3rd letter format (Add the name whom to address)

Unauthorized Absenteeism

Dear Mr. Kumar,

This is in reference to our letter dated 04/02/11 & 11/02/11 regarding your absenting 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 to continue your services with Celebi. Therefore your name is being struck off from the rolls of the company. You are hereby advised to contact account department on any working day for full & final settlements of your accounts.

Company Name

Authorized Signatory

Follow the step and then struck off her name.

Note: Kindly send the letter through registered post and maintain a gap of some days between the letter



From India, Delhi


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

From India, Delhi

Dear Members, Hope attached file will help you. thanks Aparna
From India, Mumbai

Attached Files (Download Requires Membership)
File Type: doc Absent from duty warning letter.doc (23.0 KB, 15790 views)


i would like to add....
if the employee is a regular employee and have completed 240 days
then you will have to publish it (the termination)
in news paper of your (company's local area) as well as in the news paper of employee's local area

From India, Mumbai
Dear all,
My contract staff (foreign worker-expatriate). He still under contract.He was applied an emergency leave through email (did not state how many days). He was absent from past 2 weeks. We are trying to call his number, but cannot reach him. This is sample email from him. Kindly advise. Thank you very much.
E-mail from my employee :
Dear Sir,
Due to wife Pregnancy Problem(Emergency),I am not inform you in very quick time, so please consider the above matter,do the needful.
Thanking You,
Yours Truly,

From Malaysia, Kuala Lumpur

Dear Paramjeet

Please do not suggest for publish the termination details in Newspaper, because if you do so, it will be considered as Defamation and the company will liable to be prosecuted for defamation of the socalled terminated person. Even for reference call from the newly interviewing company the old company can give the details about the employee for his date of joining, relieving, salary details (CTC or Gross) and if mentioned in service certificate then reason for leaving the service. Further the old company need not give any presumed or predicted reply to the new recruiter of the terminated employee.

From India, Kumbakonam

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 any power to keep him or terminate him and you have to obey the management decision. But you can influence the management to look the matter with humanity.
Please send an e mail what is the present position of his family, and try to extend some help, if possible, for the absented staff. On his return back you can raise the formal or informal Charge sheet, conduct disciplinary proceedings and do all the paper work, so that you need not to feel in future that wrongfully we have terminated a innocent staff during his difficult period.
All the best.
All the best

From India, Kumbakonam

Hi All, Pelase advise the rationale behind sending 2 warning letters before the termination letter. regards, Vanita
From India, Mumbai
Dear All,
Please help me to write a warning letter to an employee for not being at office at the time of any corporate visit there without any information. every time there is a surprise visit it has been observed that she were not there.
Awaiting for your reply.
Mukesh ayudh

From India, New Delhi

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