You may prepare the draft on your own and upload it here. Some senior like me will correct it.
What is your designation and what is the nature of your industry? What exactly is the issue? Are employees in your company absenting all of a sudden without information? Do you have Policy on Employee Leave and if yes, then have you mentioned the procedure how to avail of leave?
Lastly, about your post. You could have been little discreet while writing your post. There is no difference between heading and body of your post. You could have observed how other members write their post. Asking for draft of the email and that too anonymously is as good as taking seniors for a ride. Certainly this is not acceptable!
From India, Bangalore
This is to inform you all kindly ensure about you leave by mail or call/sms to respective department or HOD without fail.
Thanks & Regards,
Please correct the sentence.
please please please
From India, Bengaluru
Am really worried that you are seeking help to draft an email to your employees regarding the importance and process to apply leaves.
You mentioned that, you are HR. One of the key skills for HR is communication and you have to communicate every aspects to employees. Emergency situation worst than this may happen, to whom will you ask for support?
If you copy from different persons on different situations there won't be uniform writing style. I strongly recommend you to improve your communication skill by reading, writing and speaking, please work on this immediately.
We truly appreciate your contribution to our company. As you are entitled to avail your leave benefits, we request you to plan and inform about your leaves well in advance and inform about your leaves to your supervisor/HOD or you can write to me.
As we know, sickness or emergency situation may happen anytime and it's really hard at that time to communicate the same to the company as your priority at that time would vary. However, we request you keep us updated about your status as soon as possible and it enables us to support you where possible and also to ensure that your colleagues are not overloaded.
(Too diplomatic ,,,, you see.. remove this line)
From India, Bengaluru
Use the following draft:
Circulation No ___/2018: Unauthorised Absence of the Staff Members
1. In the Policy on Employee Leave, procedure on how to avail of leave has been mentioned explicitly. Nevertheless, recently there was a case wherein one of our team members absented from duties without any information. Notwithstanding modern means of communication like email, SMS etc that are available to us, the member remained incommunicado.
2. Incommunicativeness of the member has been viewed seriously. As such, sudden absence of a member upsets the regular workflow. Added to this was non-communication which in turn leads to speculation whether the employee will report for duties lately or will not report at all.
3. All the staff members of _________ (name of your company) are hereby cautioned to adhere to the policy guidelines while availing of leave. Staff member(s) could forfeit not just the wages for that absentee period but is (are) liable for further disciplinary action also.
Final Comments: - While issuing office circulars, there has to be punch in the writing. If you wish members to view the circulars with due sensitivity or seriousness, the language used should have legal undertone and it must demonstrate authoritativeness. Otherwise, staff members might brush aside one-line mails and things could be back to square one.
From India, Bangalore
The members of the forum have suplimented the ideas to be followed.
It is evident from your post there is no policy or rules are being followed for availing leave and the staffs are availing leave as per their wish & whims. Hope you will agree to the observation and as an HR you have got lot more to do. In view of above observation I would like to suggest;
That the role of HR is not 'leave sanctioning' rather to keep record.
That respective department head are the leave sanctioning authority of their line staffment staff.
The staff one only can avail leave when his/her leave has been sanctioned from his department head.
Always use a leave appilication form and accept it when leave has been approved by the DH.
If you do not have any leave policy this is the best time to do so. Our learned collegue would guide if you wish too. A copy has been attached for your reference only while going for circular.
From India, Mumbai