Absconding Employees in IT: What Steps and Letters Should We Use to Address This?

Dear All,

We are implementing a process to address absconding employees in our organization, an IT firm. I am seeking information on the sequence of letters to be sent to absconding staff and the corresponding timelines for sending these letters. It would be greatly appreciated if you could share a sample letter format with me.

Thanks and regards,
Amit

Hi Amit,

The employee should be sent a first warning letter after one week of absence without intimation. This varies based on the leave policy from company to company.

Here's the format of the letter... modify as needed:

Date:

Name of the Employee

Emp ID

Designation

Sub. – Absence without Information

Dear [Employee Name],

It has been observed that you have been absent without any information from [Date]. You have neither informed your Manager nor anyone in HR about the reason for your absence from duty. This is against the provision mentioned in the Leave Policy.

Earlier, you were also absent for [number of days] days on [date] without any information to the Manager. (mention earlier absence, if any)

You are hereby advised to report to duty within 48 hours of receiving this letter failing which appropriate action will be taken against you as per the rules of the company.

Sincerely,

For [Company Name]

HR Manager

It is advisable to send this letter through registered post under certification of posting with acknowledgment due.

If the employee does not respond, a second warning letter can be sent. On non-receipt of communication after the second warning, a termination letter can be sent.

The processes, time frame, and number of occurrences change from company to company.

Hope this will be of some help.

Cheers,

Sirisha

Thank you, Sirisha, for your response, although it's very late. I have already framed up the process to deal with absconding staff. I will share some of the letter formats which I came across while I was working on the process. I learned this from Cite HR only. Arpita: I hope this will be helpful.

Regards,
Amit