More than sending the enquiry report, there are larger issues that your organisation needs to address. However, let me defer it and come to the draft of the enquiry report. It could be as below:
Enquiry Report on Non-availability of Mr ______
1. This report is about non-availability of Mr ______ who is an outsourced employee. Matter has been investigated thoroughly. These are placed at the subsequent paragraphs.
2. Mr ______ (outsourced employee) has been working in our company since _____ (date). On _____ (date) he was deputed to work at ________ (name of the branch). At the place of deputation, his reporting manager is Mr __________.
3. Mr ______ (Branch Manager) gave outstation assignment to Mr _____ (name of employee). To execute this outstation assignment, he could not attend his duties at the place of deputation from _____ (date) to ______ (date).
4. When the outsourced employee was taken on the rolls, there was condition in the contract that he would not be given any outstation assignment. Somehow this fact was not communicated to Mr _____ (branch manager) while sending him on deputation. Therefore, non-availability of Mr ______ (outsourced employee) at the workplace was more because of the non-communication.
5. In view of the facts placed above, it emerges that non-availability of Mr _____ (outsourced employee) is not absence from the duties per se. He was on duty but at outstation.
For the incident that has happened in your company following are my comments:
a) It appears that lines of authority are not clearly defined in your company. Once the person is sent on deputation, the reporting authority changes. In that case, why his old Manager continued to exercise authority?
b) Organisational communication: - Managers in your company need to learn concept of organisational communication. The trouble with today's training on communication skills is that it is heavily tilted towards personal communication. In the bargain, concept of organisational communication takes a back seat. Conflict arises because of the choked lines of communication within the departments. This is what happened in your company. When the outsourced employee was sent on deputation, why his terms of employment were not communicated to his new manager?
c) Henry Fayol's 14 Principles of Management: - While learning basics of management science, these principles are taught. The problem in your company has arisen because it appears that fourth principle of management was transgressed. All the managers, whether they have done MBA or not, need to learn Henry Fayol's principles. Though the principles were propounded more than century ago, these have not lost their relevance. Their pre-eminence is intact notwithstanding the management jargon of the 21st century!
29th July 2015 From India, Bangalore
30th July 2015 From India, Chandigarh
Employee was sent to branch office,but dispatching manager did not bother to inform that this employee should not go on tours.
Receiving manager sends him on tour and then dispatching manager finds out and starts an inquiry.
All he could have done was to check with receiving manager the whereabouts of employee.
Lateral communication would have avoided wastage of administrative time on inquiry.
My Dinesh has summed the issues well.
30th July 2015 From India, Pune