The corrected draft is as below:
Employee No: - _______
Explanation on Unauthorised Absence
1. You were on duty on __________ (date) from ______ hours to _____ hours and working in ________ (name of the section/dept). It has been observed that during your duty hours you were absent from ________ hours to __________ hours. It is further observed that you were absent without proper authorisation.
2. Unauthorised absence is misconduct under the provisions of Clause No _____, Paragraph No ______ of Standing Orders. You are hereby directed to give explanation on your misconduct and your explanation is to reach within 48 hours on receipt of this notice. If the explanation is not received in the specified time limit or if the explanation was found to be unsatisfactory, administration of this Hospital reserves right to initiate disciplinary action against you.
3. Sign on the duplicate copy or photocopy of this letter. Your signature signifies that you have read and understood the contents of this letter.
Notes while writing the memo: -
a) While writing the letter, always start with background information or introduction. In this case I have included details of when the employee was on duty.
b) After the background mention the facts i.e. what happened. While specifying the facts, always include date, time etc.
c) Next comes the interpretation of the facts. Here interpretation of facts is "unauthorised absence".
d) Next paragraph includes what you want other party to do and when it should be done, what will happen if it is not done
Team Kritarth is furnishing the following "Format" which you may use if deemed fit/suitable for the purpose:
" Mr/Ms. ........(copy Full Name);
Employee Code No.....(copy if any),
.............(copy name of the Dept/Section)
Through Proper Channel (to be signed by Section/ShiftSupervisor before issue)
It has been reported that while you were on your Duty on.....(mention the Date) in your Shift ( ..mention the Shift Working Hours), in your assigned workplace (mention location, Machine or the exactWorkstation), you were not found at your workplace performing your alloted Duties from....a.m. / p.m. to.....a.m./ p.m. and therefore absented from your duty without any prior information and or permission.
The abovementioned act on your part amounts to Misconduct within the meaning of the Certified Standing Orders or theServices Rules * for which you are liable to disciplinary action as per the SO or SR applicable to you.
You are, therfore hereby asked to submit your reply/explanation letter to the undersigned within Two Working Days as to why disciplinary action should not be taken against you for the abovementioned act of Misconduct on your part.
*(write Standing Orders if your Establishment is an Industrial Establishment to which the Industrial Employment(Standing Orders) Act 1946 applies) OR
WRITE .." as per the Service Rules applicable to you (if yours is a Commercial Establishment) and framed under the Shops & Establishment Act."
The proposed Contents of the Text is a Specimen and due discretion be exercised by you/your Employer
Kritarth Team of Specialists on Workplace Discipline is available for any further assistance/Help/Guidance.