Head - Human Resources
Senior Manager - Hr

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Dear Seniors,


In my company employee resigned on 10th May and in his resignation letter he mentioned that he will be serving 60 days notice period as per the rules. So, accordingly his last day in the company was10th July. But he started taking many unplanned leaves due to which the project was and is been suffering very badly.

Now suddenly his grandfather expired; my boss did allow him all those leaves and he talked to him verbally for extending the notice period due to project dead line. By mutual understanding he agreed on that. But he still he was taking leaves and half days and than after 10th July he stopped coming to the office.

Now we have paid him full salary for the June. According to our company's rule he is liable for only 9 leaves till June,2013 and 7 leaves were carry forwarded of the last year i.e 2012. So his liable for 16 leaves only and he has taken total 21 leaves. And in the month of July he attended only 3 days so he needs to pay back 2 days salary to the company.

Now for all these and the mainly project has been suffering a lot, I want to send him warning letter. Please help me with the proper format of the letter for my above issue.

It will be a great help.

Thanks & Regards


From India, Ahmedabad
Dear Meghna,
First of all in this regards you should have been proactive and taken the action in advance. When ever such cases happen you should take it seriously and suggest the employee to follow the company rules in our company no one is eligible to take PL during notice period. Second thing you should have hold the salary for the month of June looking to scenario, now the only best solution to this problem is to process his Final settlement and adjust his present days against excess leave after processing you have send him recovery letter for rest 02 days.

From India, Mumbai
Dear Mr. Mahendra,
Yes you are absolutely right. I told my sir about the June's salary but he did not hold it as he was thinking this person at least come for F&F. After calculating all his leaves and present days, company has due on that person of 1.5 day's salary. I have sent him warning mail but still I doubt whether he will give response or not. Can we take legal action against him if he is not coming for F&F??

From India, Ahmedabad
Hi Meghna,
According to your statement, I believe that you have not given him the experience & relieving letter. Please correct me if I am wrong. Again you have mentioned that this candidate has not turned back after 10th July. That means this is an absconding case. In this case you shall send in a NCNS letter through a registered post and to send a legal notice through an advocate, if possible. What type of organization do you work with? Please let me know.

From India, Bangalore
Dear Mr. Mahesh,
Thanks for your reply. Yes, you are right I have not given him any experience & relieving letters.
I am working with an IT company. And also if you can help me with any format of sending him warning through registered post than it will be helpful to me.
I have already sent him warning mail though.

From India, Ahmedabad
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