How Do I Draft a Warning Letter for an Employee Who Left Without Notice?

Dear All,

I am looking for a warning letter. My employee has left the job without giving any prior intimation and has not handed over the responsibilities. Lots of material that he was handling is missing. Therefore, I want to inform him that strict action will be taken against him as he was supposed to give us a proper notice period. If someone can help me with it, I would be grateful...

Please, I need it urgently...

Thanks in advance,
Preeti

Dear Preeti,

You can start by sending a letter requesting the employee to return the properties and materials that are with him. Then, send three reminders at appropriate intervals, mentioning the type of action you are going to take in case of failure to address the situation in each letter.

For example:

Reminder I: ".... will have no other option but to take legal action against you."

Reminder II: ".... Please reply within 15 days; otherwise, we will be compelled to take legal action."

Reminder III: ".... Since there was no reply from your side, we believe that you are not open to an amicable and mutual settlement of the matter. We are approaching the police/court for further action."

If this does not yield the desired outcome, you can report to the police or approach the court through your lawyer for redressal. Another important point to remember is to instruct your lawyer to draft all the letters.

Regards,
SC

Hi,

One of my suggestions is to send a notice in the local newspaper as well as the national newspaper before going to the police or court. If there is no reply, you should proceed to approach the police or court as Swastik suggested.

Regards,
Sidheshwar

Proforma of letter:

To

[Recipient's Name]
[Recipient's Position/Department]
[Company/Organization Name]

You are served with the following observations/chargesheet:

That on [date], you have not been coming to duty from [date] and have continued to be absent from [date] without obtaining prior permission or intimation for overstaying or leaving the job. Furthermore, upon investigation, it has been revealed that you have left the job without serving the notice period as per the terms and conditions of service. These acts of commission or omission on your part, if proved, would constitute gross and serious misconduct.

Now, therefore, you are requested to reply to this letter within 8 days of receiving it; otherwise, it will be understood that you are hereby charged with committing a breach of standing order no. [number] by absenting yourself without leave for more than 8 consecutive days without any sanction and of standing order no. [number] by obtaining leave from [date] to [date] without any information.

Accordingly, you are called upon to explain in writing within [number] days as to why appropriate disciplinary action should not be taken against you. If you fail to submit your explanation within the specified time, it will be presumed that you admit the charges and have no explanation to offer. In that event, management will be at liberty to take appropriate action without making further reference to you.

Date
[Competent person's name with designation]

NOW YOU MAY DRAFT A LETTER BASED ON YOUR REQUIREMENT AND SERVE IT TWICE OR THRICE BEFORE PROCEEDING AS SWASTIK SUGGESTED.

Regards,

Sidheshwr