Am-hr Generalist
Talent Acquisition / Consultant - Catalis
Hr Executive

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Dear Seniors,
One of our employee has taken leave without prior notice and later sent us an email directly to Office Management ( rather not to his reporting boss) stating a leave request for 2mnths on medical grounds. We are aware that he was not suffering from any serious issue and management suspects that he's using this for taking a break from us and planned to get relieved later. we are ready to offer and accept FMLA leaves with serious and genuine cases but not for employees who misuse that.
Now they have asked me to revert his email, seeking for some supporting medical docs or any other stuffs. Kindly guide me on terms that we should use and follow.
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If the employee resigned during his medical leave,in that case you can stop his full and final settlement and all the relieving documents should also not be handed over.
"It is totally unethical for any employee to resign during sick period "
Kindly advice what could be papers that can be asked for validating his illness. we are not sure whether he mite resign or continue. Abruptly he has sent that email, stating he wants 2mnths leave for taking rest due to medical illness and responding to our calls also.
Dear Divi,
You can revert back on the mail stating that since the tenure of the leave asked is around a month or more on medical grounds, you would be happy to co-operate in this situation.
Next request for a medical certificate from a doctor. Since the leave is very long, also mention that you are assuming that the person will be hospitalized and would require rest. Mention that just in order that he do not have to face the music when he rejoins and in order for smoother sanctioning of leaves, it is required that s/he submits the foll:
1. Medical Certificate from the doctor
2. Hospital bills
3. Letter from doctor.
Tell the person that is s/he is unable to come to office to give the documents, s/he can scan the copies and e-mail it as well as send the photocopies via courier.
Hope it helped.
Thanks Ankita.
In fact this employee was not hospitalized with serious illness. It is that due to tardiness of his injuries he wanted to take rest based on doctor's advice. Since he was not responding to our calls, our suspect was raised. do let me know this can be handled appropriately.
It is as simple as that, we are ready to offer leave benefit if it is a genuine case else do not want to encourage such an employee who is unethical to us.
Ask the person to scan you the copy of medical certificate from the said doctor who advises rest from so and so period.

Usually medical certificates are given on letter heads... Once you receive the scanned copy, you can call the doctor and verify if the case was genuine or not and how long would it take to recover.

Again as you mentioned he has some injuries and need time to recover from those.

A month's long leave means the injuries must be very deep. I had an office colleague who met with accident but resumed the duty in 15 days' time. So for a month's long leave the doctor should surely know what is the case.

But in any case, you should be clear in mentioning that the leaves will be sanctioned only if the said documents are submitted (Doctor's certificate on letter head) and if the case is genuine.

In absence of the document, it is not possible to over cite the rules of the company and grant you leaves. At the max you can allow him the leaves but those will be leave without pay.

Hope this clarified your doubts.
Thanks Ankita,
Is there any specific declaration form or formats which can be given to the employee for getting attested from his health care provider or the doctor? this would be even more professional isn't it?
Getting a pre-defined format attested by the doctor sounds good but the issue is, we really do not know the cause of the break...

Now if we are giving a draft to the employee and asking him to get it attested by his doctor, the doctor will surely remember this unusual case and hence will give you reply.

Also it is possible that the nurse or assistance gives you the stamp and goes to doctor to sign.

When the doctor gives you hand-written or even printed letter that advises him rest from ____ to ____ he will also mention the reason for the illness or leave. The details will help us verify the genuineness. Again as I said, even to reduce the doubt of whether or not the certificate is genuinely obtained, we can always call the doctor a few days later and ask about the case history of the person.

Nonetheless since I do not have experience of handling the ready-made draft as you suggested (I do not know if i interpreted you correctly, kindly bear my ignorance) I think it would help if seniors can endorse the idea.
if you suspect that employee ask him in which hospital he is or there can be a surprise visit to hospital or at his home. This way you can judge that person. One of our company doing this. Condition is if he is local person you can do so.
the situation is clear that this employee was not suffering from severe illness and not been hospitalised rather and he abruptly sent an email stating that he needs leave for 2 months as doctor prescribed him to take rest for his health problem.
Dear Seniors, kindly advice to proceed further from the management side.
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