Primus Techsystem
Jr.hr Assistant / Admin
Senior Hr Professional
Radhikha D
+2 Others

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Respected Seniors,
I want a letter format for send it to an employee who were worked in our company before 1 & Half year and stop coming office without serving any notice and Notice period .
and now he is asking for his salary slips . and he is constantly contacting us for his salary slips and we already schedule his meeting for discussion but he were not present at that time and he just seeing his suitability of timing .
so i want proper format of draft to inform him that we had schedule his meeting but he were not present and stop doing follow ups continuously.
Thank You,
Bhavya Chawda

Hi Bhavya, Did the employee resign? or sho any intent of resigning? In case the answer is no what you are looking for is - Missing In Action Process to be identified for your Company.
No employee did not resign just stop coming office and stop to answer the call .
actually he got job in other company so stop coming office without informing so management is think to give him salary slips or not because of his unprofessional behaviour .

As per my understanding, such communication (of not doing follow up) happens verbally, instead of putting it on paper (or in a mail). If he is only asking for salary slips, then why not give it? I understand that he left abruptly, without any notice, or clearance; but beside this, he didn't resort to any wrongdoing right? Give him the salary slips and be done with it. Better still, send him a soft copy and close the issue.
If he is requesting for a salary slip check whether the employee has any dues. Since he did not serve notice period recover a notice period amount, which is a part of employess basic salary by sending them the final settlement form. Once you receive a dd/cheque, send him payslip for last 3-month, relieving letter and so on. You can convey this information through e-mail/letter which is a good sign for any HR or company instead of saying that they are not metting you in person

Dear Sir's,
I have a few queries :- We have engaged contractual workmen for the construction of the project since 2005. Now some of skilled workers are completed their age of 60 years .
I would like to know that whether we could release them or whats procedure to be adopt .
Kindly advise .

Dear Bhavya,
To get rid of the reminders and continuous follow up from the concerned employee. Issue his last months salary slip and on that incorporate one sentence \"The so and so person is missing and not present on duties his absence from this date is unauthorised absence.\" This type of Salary Slip will not come to help for any further Jobs and also any financial institution will not provide him any credit facility.

what you need to identify is a Missing in Action process.
typicall org's have 3 sets of letter swhich go out which also cover the notice period and then its taken as voluntary termination of service

It is possible to draft a letter to such persons. As it is more than 1 1/2 years they stopped coming to office, it is not advisable to send a letter or fixing a meeting with them. As an HR you must inform them that since they were absent for a long time their names will be removed from the roles and action will be taken against them. In such cases HR must be very strict.If they contact you then talk to them in the above manner and next time they will not contact you
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