Dinesh Divekar
Business Mentor, Consultant And Trainer
[email protected]
Retired Government Servant/advocate
Onkar Pimple
Hr Manager
Sr.manager - Hr&admin
+1 Other

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Dear Seniors, Few of our employees took unplanned leave after long diwali holiday. So please help me to draft a warning letter. Thanks & Regards, Aishi Chamoli
From India, Delhi
Dear Employee’s Name,
This letter is an official written reprimand that serves to emphasize the seriousness of your recent unauthorized absence from work. On DATE, you took leave from your job without requesting or receiving prior permission from your manager. This written warning letter comes soon after a verbal warning you received following several late arrivals for work. In the absence of mitigating emergency circumstances, this kind of behavior is seen as a sign of gross negligence of your duties that goes against our company’s employee attendance policy.
If additional unauthorized absences or late arrivals occur, you will be subjecting yourself to possible further disciplinary action.
At company name, we value attendance and consider it to be an important factor in any employee’s position. It is our sincere hope that you will adhere to the company’s attendance expectations to avoid further actions.
You are hereby advised that further infractions of our attendance policy will not be accepted and that proper attendance is required.
Kindly treat this matter with all the urgency and seriousness it demands. A copy of this letter will be enclosed in your official personnel file.

From India, Pune
Dear Aishi Chamoli,
Most of the companies have their leave policy and the clauses on "unauthorised leave" are always included in it. Therefore, check the policy and check the provisions of unauthorised leave. The letter that you issue for the unauthorised absence has to be consistent with the policy. What if the employees point out the inconsistency between the policy and the letter issued to them?
In fact, there is nothing to write a letter as such. If the absence was not authorised, then that day has to be marked as absent and these employees are liable for the salary deduction for that day. Inform them accordingly. However, before sending the letter check whether any employee regularised the absence by submitting the leave application after the resumption of the duties.
For Mr Onkar Pimple: - Good to note that you have come forward and have given the letter. However, I wish you had audited the letter and checked whether it conforms to the principles of business writing especially letters related to discipline or indiscipline.
Dinesh Divekar

From India, Bangalore
Hello Aishi Chamoli,
I had given a draft below. Please modify it to suit your requirement, should you prefer to use it.
Dear __________,
Sub: Absenteeism – Show Cause Notice – reg
Ref: Your absence from _______ to _________
We regret to note that you had absented yourself from duty from ________ to ________ though you had been instructed and advised during your "onboarding" that you have to take prior written approval from your immediate superior or inform in cases of unforeseen emergencies.
However, there seems to be no such emergency in this case and we had not heard from you in this regard so far.
As such, it is evidently clear that you had willfully breached our attendance policy amounting to negligence of duty and an act of discipline, failing the trust the Company had in you.
It is needless to say that the Company had suffered huge inconvenience in terms of failed commitments as well as direct and indirect financial loss.
Please explain, within 2 days of receipt of this show-cause notice, why appropriate disciplinary action should not be initiated against you, in the interests of the Company, failing which we would be compelled to believe that you have nothing to explain and proceed further in the matter.
Also, please take note that a copy of this notice will be placed in your personnel record".

From India, Chennai
@ Rajveera
Show cause notice for Diwali leave extension is not appropriate and not required.
A simple warning /advisory letter will be sufficient, that also make them realize how their act of unauthorized leave had great impact of on the work process. Also before proceeding with the warning letter analyze the gravity of the issue, whether it is the first unauthorized leave or habitual one etc. If this is the first situation, you may warn them verbally. If it is repetitive proceed with warning , quote previous warning letters issued.
Please try to develop a letter by your own and if need be present here for fine tuning.

From India, Madras
Agreed to give a verbal notice instead of giving show cause. Also past performance of that employee is also mattered. So if the long leave is taking by a single time, so we can give him a verbal notice but if employee already take this in their habit then in that case written notice is a good option.
From India
The critical issue is whether the company proposes to sanction/approve or reject the request for leave. The best option, in my opinion, is to to reject the request for leave and call for explanation. Subsequently, the period of absence could be regularised depending upon the facts and circumstances.
From India, Kochi
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