How to Handle Frequent Leave Requests from a Key Employee Without a Fixed Schedule?

Seniors, please help,

I am in the HR department. One of my colleagues used to take leave so often and always combines his recommended leave with Saturdays and Sundays to enjoy 4 to 5 consecutive days off. Every time he plans to take leave, he sends a request email to us for approval. However, there is no fixed schedule on those days, and problems can arise at any time, as he is our company engineer and should be ready at any point.

Kindly advise me on what I should do or please provide a sample warning letter considering the above circumstances.

Please help, as this is quite urgent.

Regards,
Lavanya

So he is a company engineer, as most of the time he must be onsite or offsite working for the company. When he needs to take leave, he must be thinking to take a good long leave, and it's no harm if he clubs it with Saturdays and Sundays. Even in my earlier company, when the company used to be shut down during Diwali, our three engineers used to come during holidays to do maintenance of machinery, which on normal days would not be possible as those machines would be working and busy.

So, understand the importance of the company engineer. Don't treat him as a machine; be human. Show some human consideration even though he is a human and he is taking leaves for working hard, not just like you sitting in an AC office and typing on the computer. Come on, be human. Or if you need an engineer to be present at all times, recruit more people. How can you expect a person to be available 24/7? Aren't your demands too much?

It's a shame that people think like this about their employees. :-x:-x:-x:icon8:

I can understand, but he is taking 10 days of leave every month. The productivity of my company will be lower if he continues to take leave for 10 days every month. Don't you think that's too much? 😊🤔

Dear Lavenya,

You said 10 days of leave per month (excluding Saturdays and Sundays)? How many leaves does your company normally provide? Are these paid leaves or Leave Without Pay (LWP)?

-Sandhya

Hi, Lavenya,

First, find out the reason why he is applying for leave often. Check whether it's fair or not. Explain to him about his presence and the repercussions that may occur in the case of his absence. If he continues to do the same thing, as Mr. Shaktiraj said, consult your senior official.

Thanks,

I have been telling him politely over the phone for the last six months as he is a resident engineer in Bangalore, but his behavior remains the same. This time, I would like to send him an email by copying some seniors, but I couldn't find appropriate wording as I don't want him to feel bad. However, I would appreciate it if he could understand our situation as well.

Kindly advise on how I should write the email to him regarding this matter.

Please guide.

Regards,
Lav--

Lavenya,

If the employee has exhausted all his eligible leaves for the year, the next leave availed needs to be considered as Leave without pay, even if it is for less than a day.

A warning letter can be issued to him stating that his frequent absence is affecting the business. But before this, try and understand why he absents himself frequently. He may be having a problem. If you feel that his reasons are not genuine, then please take appropriate action.

-Suja

Hi,

Could you please advise on the wording for an email in which I express my concerns to him and to my company as well? I am eagerly awaiting the draft email from the senior members.

Kindly send it at your earliest convenience. Also, his leave balance is now zero.

Best regards

Dear Lav,

Taking authorized leaves is not a misconduct if sanctioned by competent authority, maybe by his Dept. head? Leave is a facility for employees but not a right and can be refused by management if company business is being affected and if taking leave is beyond company norms or leave policy.

You can write a letter to him stating, "Unauthorized leaves and absence from duty without the sanction of the management is misconduct and warrants disciplinary action against you. Your email requesting leave from [start date] to [end date] is not sanctioned, and you should report for duty on [specified date]. Failing to do so will be considered a serious misconduct, and management will take disciplinary action against you."

Sundeep

Firstly, what I feel is that since he is a fresher, he will be in a probationary period. Does your company provide leave during the probationary period? If not, then all his leave will be without pay (LOP). However, if he is an outstanding performer, the management usually takes that into consideration. Just have a thought over this again; there might be a genuine reason for his leave. Try to support the employee rather than imposing anything. The job of HR is to know your employees well and understand their problems, whether professional or personal. Try to do this, and you will get your answers.

Hi Lavanya,

I just want to check whether your company has a leave policy or not. If such a policy exists, how can a person take 10 leaves in a month? If a sick leave lasts more than 3 days, you can ask for medical certificates if the person is admitted to a hospital. For annual leave, the employee should provide 2-3 days' prior notice to take such leave.

Alternatively, make it a strict mandate that an employee can take only 2-3 leaves (annual/privilege/personal leave) in a month. Out of sudden, leaves can be approved only in case of emergencies. Speak to the employee about this; if they are taking leaves in this manner, inform them that they cannot get leaves in the future during emergencies.

Do not forget to check the leftover leaves for each and every employee so that you can track the leaves taken and remaining for each employee.

Regards,
Eshwar Reddy
9704799908

Hi,

For this problem, you should read your leave policy because every organization has its own policy. So, you may find a solution to this problem, or you can tackle it in another way, like highlighting this issue in front of your boss. This problem can be resolved through consultation with him.

Regards,
Yogesh Ghawate

Dear Lavanya,

I totally disagree with Mr. Ravi. The employee is not doing any voluntary job. For his duties, he is paid, and moreover, leaves are given to an employee according to the leave policy, and these leaves are paid.

Lavanya, I hope your company must have a leave policy. If an employee is taking 10 leaves in a month, it's not acceptable. If it is a sick leave for more than 3 days, he should provide medical certificates if he is admitted to the hospital.

I would suggest you talk to him personally, inform him about his availed leaves. Sensitize him that if he takes leaves without prior notice, it would be marked as LWP. Also, inform him that he will not have any leaves left to take in case of an emergency if he continues taking leaves like this.

Make a strict mandate that every employee can avail (Annual/Privilege/personal) leave by giving 2 days prior notice to the top management.

Regards,
Eshwar Reddy
9704799908

Hey, now I have to amend my leave policy also. Could you please provide me with the leave policy?

Lav--

Hello Lavenya,

Please note, the company rules and regulations are important and applicable even to senior management. The said Engineer cannot combine all his weekend leave for which he has worked and claim comp off all at once. You need to take up the matter with his senior and explain the difficulty of your department. Every individual should attend the organization's duty calls. Also, please note there is no provision for combining leaves and taking them all at once.

Mr. Raghunath,

Who said there should be a provision for clubbing leaves? It depends on the company.

Dear Lavanya,

I think you may be a fresher too, as you are directly preparing to duel and sharpen your weapons, misusing your power. All those HR executives (so-called learned people) who are encouraging you to write a warning letter, do they even understand the meaning of a warning letter? First, analyze that as he is the resident engineer, his work schedule must be structured. He might even be working on Sundays. What you are doing is providing half information, and all the HR members keep shouting, "write a warning letter, write a warning letter," and so on. You are listening to them and jeopardizing your respect as well as your company's respect just because of this employee. Do you think you can change company policy just because of one employee? Company policy is not a mobile phone that you change as per the case.

First, define his job nature. As he is a resident engineer, he is supposed to work only when there is work. He might be having client visits only if something is wrong or maintenance is to be done. I hope the people in this forum understand the meaning of a resident engineer. How many days is he working, and is he working at night too? Also, provide his attendance record for the past 2-3 months so that people can analyze the details.

Regards,

RAVI

On this, I too agree with Ravi! But Ravi, please be a bit polite :). Dear Lavanya, to get the right guidance, please provide the full details. In fact, in my previous post, I asked you about how many leaves your company provides and if the employees take LWP, as 10 leaves (excluding weekends) really matters. Also, if his leaves are getting sanctioned by the immediate reporting manager, then talk to the reporting manager first! Thanks, Sandhya

I don't agree with K. Ravi.

Every employee is a human being (no question), but to maintain the company organized, sometimes we should take some negative reinforcement. If an employee is well-planned in taking their leave, calling them loyal and a good employee is appropriate. However, HR should investigate why the employee is taking leave too frequently. Is the employee unhappy with their job? All employees are looking to you, HR, to see what necessary actions you are taking. Do not provide any extra benefits to anyone, no matter how important they may be.

Hi Lavenya,

First things first. Just check out the leave eligibility of employees in your company. Verify the same and if he is exceeding the limit, warn him in simple words that his leaves will be marked as Leave Without Pay (LWP), and if possible, document the same.

If he still repeats the behavior, mark his LWP and instruct the payroll team to deduct salary accordingly. Of course, he will ask his seniors about it, and at that time, you can present the documented information.

Even if he doesn't agree after this, then send him a letter which can be in the format of:

Dear [Employee's Name],

It has come to the notice of management that you have a habit of taking unauthorized leaves on a regular basis, which goes against the company policy.

Consider this letter as a formal warning, and necessary steps will be taken by the management if you continue to take unauthorized leaves.

Thanks & Regards,
HR Manager,
[Company's Name]

Even after this, if he continues to take leaves regularly without permission and eligibility, then start looking for a replacement.

Regards,
Alok

Hi Ravi,

I would like to clarify one thing here: he is a fresher and doesn't have any past experience. Being a resident engineer doesn't mean that he works 24x7. Every month, his schedule will be fixed by our specialized leader where he can also enjoy Saturdays and Sundays. Currently, he works from 9 to 6 with no work at night. If the company needs any assistance from him during weekends or nights, which is very rare, my company will compensate him, and the employees accept that.

It is his choice to be a resident engineer, and we accepted his request because neither I nor my company want him to live separately from his family. Please refrain from using harsh words without knowing the full story. I respect you as you may be more experienced than me. We are all here to understand and solve problems, and I hope you also share the same perspective.

Dear Sandhya,

In my company, PL is 21 days, sick leave is 5 days, and there are 5 extra leaves which we refer to as free leave. He has already taken all his leaves on a pro-rata basis.

Dear Kabir,

Thank you very much.

Dear All,

I have taken a step to address this issue. I considered his request genuine and granted him a holiday without pay this time, as I need to maintain discipline among my other employees. I politely requested him not to take any further leave; otherwise, there may be disciplinary action from the management.

I look forward to your advice and suggestions in the future.

Thanks,
Lav--

Dear Lavanya,

As suggested by others, you must first figure out the reason for his taking leaves and the frequency of the total leaves taken in the last six months.

Secondly, you should communicate with him not through email but through an official letter duly marked 'Private & Confidential' with a copy to his Head of Department, stating the following:

Dear Mr. Employee,

Subject: Leaves of Absence

This refers to our discussion (if you had any or any other communication with him regarding the subject for reference) in respect of your regular leaves of absence from work.

You would appreciate that the position you are holding is very important in the organization and requires you to be on-site or on call whenever required, as stated in your appointment letter (if stated).

As the frequency of your taking weekdays off is higher, the workplace rhythm is being affected, causing inconvenience to the department and the organization as a whole.

The following is the statement of leaves of absence taken by you during the last six months:

1
2
3
4
5
6

Please state the reasons for taking days off from work so frequently. If you have any personal reasons or medical constraints, the Management would be glad to assist you.

Yours sincerely,

Your HR Manager

If the employee is a habitual absentee, he may be issued a warning letter the second time, clearly stating the consequences of not adhering to the company rules.

Please let me know if this post could be of any help to you.

Regards,

Dimps

Hi,

I guess you considered the following points:
1. Inputs from other team members.
2. Customer's report/feedback on his work.
3. His immediate manager (to whom he reports).
4. His previous year's performance rating.
5. His current personal topics (which need his immediate attention).

I guess you have taken care of:

1. his personal issues
2. his customer feedback
3. his team members' inputs
4. his immediate supervisor/manager's intervention

I guess you have also considered:
- his customer (internal/external) feedback.
- whom he is reporting to? and how is his reaction on this topic?

Please let me know if you need further assistance or clarification.

Dated: 18th May 2008


To,

XYZ/HR/00/08
Mr.XYZ
Software Consultant



It has been observed that your performance on duty and off duty was not found to be satisfactory. You have been absent on regular basis and inspite of previous caution.


You are well aware that performance has to satisfactory but against the company interest we observe that you have not conducted in a manner as desired by your designation.


You are required to explain your conduct in writing immediately as to why disciplinary action as per rule of company should not be initiated against you .To the above effect we have issued this memo. Reply should reach us in next 2 days.



Your sincerely,
For



…………..
……

Dear Lavanya,

How does his reporting manager approve so many leaves for him? That is only possible when his reporting manager is so dependent on him in terms of work. Anyway, it's not your decision; it is his reporting manager's call. You can't take any action unless his reporting manager lodges a complaint against him because ultimately, he is responsible for getting the work done with him.

Regards, Saritha S.

Dear Lavanya,

For operators, we have to build up records for chronic absenteeism, such as giving advice letters, memos, show-cause notices, charge sheets, and conducting inquiries. Then a final decision has to be made according to your standing order. As an engineer, it is better that you call over the phone and inform politely. If the erring engineer has not shown improvement, it is advisable to send a strict warning letter stating that if you have not shown improvement in your absence or leave, the company will take appropriate action against you, including termination from the service.

S. Rajasekaran

Hi Lavenya,

I do not know whether your problem got sorted or not... still a piece of advice for you. If you are the reporting manager for that engineer, then it's solely your concern to approve his leave or not. If somebody else is his reporting manager, let him decide on the issue. The reporting manager is responsible for any delay and harmful outcome of sanctioning leave to any team member. HR can only facilitate and treat those leaves as per policy but cannot take any action against the operational front. Though you may advise the manager if you see any wrongdoing happening around. Lastly, professionalism and personal opinion are different. On the other side, if he is reporting to you, you have all the authority to reject the leave application on the grounds of pending queues for him. Start assigning him targets on a weekly basis and get feedback regularly. If he finishes his work on time, then you may not have any grudges to disapprove his leave request, let him enjoy.

A huge reply to your short question, hope it will work for you. Tc. Taru

Dear Lavanya,

I have gone through your problem. In this connection, I would like to suggest that the engineer under the reference is always applying his leave either as a prefix or suffix to the Saturday or Sunday, enabling him to avail as many leaves as possible in one month.

There is nothing wrong on his part as long as you are sanctioning his leave when he applies. Not only your employee but anyone who works in one place and whose family resides elsewhere may prefer to use their leave either as a suffix or prefix to the weekly offs or any public, national, or festival holiday.

Simply applying leave as stated above, we cannot attribute any fault to this employee unless prejudice is caused to your organization due to his absence by way of leave. Kindly ask him to discontinue this practice and inform him that his presence is required at the plant level even during the weekly offs to address emergencies if they arise at any time.

From what I understand, your problem is not an issue that warrants severe action against the employee. Generally, it is a common procedure for an employee to apply for leave in advance in every organization. We need not sanction leave for any employee who fails to apply in advance and seeks approval after falsely taking leave. By not immediately sanctioning the leave, such employees may not repeat the same behavior in the future.

NVRao
Hyderabad

Hi Lavanya,

Nice to see your query and wanted to know how long you have been working in that organization. Also, I would like to know what policies you follow in your organization. I hope you have the Leave and Attendance Policy with you and that you follow the same.

I wanted to advise you on the same matter. If one of your employees from the technical side is taking an average of 10 leaves in any month, then your company will not follow the Probation policy. The Probation policy allows you to take leave even during the probation period, similar to a regular employee in your organization.

By now, you might have found a solution to your query. However, I would still like to offer you some advice.

If your employee is taking an average of 10 days off every month, is he taking the leaves starting from the month he joined or vice versa? I recommend speaking to him in person or over the phone to understand his problem. Provide advice in line with your company policy. If the employee continues to take extra leaves, consider necessary disciplinary action, starting with a warning letter. If the issue persists, suggest that the employee seek opportunities elsewhere, and proceed with fresh recruitment if needed.

Failure to take action early on could set a precedent for other employees in the department or elsewhere in the organization.

The employee in question may excel in technical aspects, but it is essential to uphold organizational rules and regulations even for outstanding individuals.

Regarding Mr. Ravi, it was nice talking to you through this email. Please do not take offense, but the tone of your message came across as harsh, particularly towards the Human Resources Department. Are you a part of the Human Resources Department? It is crucial to understand HR responsibilities before making comments.

I disagree with the comments and suggestions made by other Human Resource Executives.

Mr. NV Rao, I agree with your comment.

"No person was ever honored for what they received but honored & rewarded for what they gave."

Hi Lavanya,

I understand your problem very clearly. Nowadays, this is becoming a common issue, especially when a person is a residential engineer; they may feel unquestionable. Firstly, you need to consider some key points:

1. How important he is to your organization.
2. Whether he is absent (LWP).
3. Discuss this with his seniors.
4. Bring up the matter to your boss.
5. (The most important) As an HR person, talk to him. Ask if he has any problems so that you can help him from the management side. Explain that his behavior is affecting the morale of others.

If there is no noticeable impact in his absence, you can issue him a notice, considering the balance of his personal life. Ask his seniors to have a conversation with him.

- Nisha Pandey

Dear Lavaniya,

There is nothing wrong with taking leaves. Please keep the following things in mind:
- Is the leave approved by his HOD? If yes, then you need not need to bother. If there is not sufficient leave balance, make it LOP. Furthermore, if he is on leave without any information, then it becomes a cognizable offence. I request you not to worry on the same if all paperwork has been done or if the leave is approved.

Sitting here, I do not know what the HR role is over there in your company. But, I personally feel there is no need to send any memo or warning letter to him. Going ahead, I request you to speak to him and take note of his concerns. Please see if he has any official issues.

If you need any further help, do let me know.

Thanks!!!
Pramod
9819731224

Dear Lavenya,

Please note that whenever an employee is required to work on weekends, such as Saturdays or Sundays, they are entitled to take compensatory time off. During this period, they should provide their contact numbers and email address for attendance purposes.

If there is a genuine requirement for a staff member to be present in the office, then he/she must attend to the call of duty. If the employee in question continues to take frequent compensatory offs citing the same reason, it is considered unacceptable. In such a scenario, you may issue a show-cause notice asking the employee to explain the situation. If the reason provided is genuine, it can be accepted. However, if the employee consistently takes advantage of the system by going on pleasure trips every time, it is deemed unacceptable. In this case, you can escalate the matter to your seniors for appropriate action to be taken against the employee.

Thank you.

Lavenya,

First of all, can you explain to me how the leave is sanctioned in your company or what is your leave policy?

Navneet

Too many emotional outbursts. Just be objective and focus on the needs of the company. Welfare also needs to be objective and not with a view to take advantage of the company. If you take care of the company's objectives, a positive response is sure to follow.

Pradeep

Dear Lavnya,

The leave policy in most companies is well-structured and free from misuse. The problem you mentioned is quite common everywhere. Instead of sending a warning letter to the concerned employee, you now have a chance to close the gaps in your leave rules. You can consider implementing the following guidelines:

Please inform all employees, from top to bottom, that leave is not an automatic right. Leave can be allowed or disallowed at the discretion of the supervisor based on job exigencies. Leave cannot be suffixed or prefixed with weekly offs or holidays.

In my company, we allow employees to suffix or prefix leave with weekly offs or holidays, but not with both. For example, last month, Monday to Thursday were Diwali holidays, Friday was a working day, and again, Saturday and Sunday were holidays. An employee can take leave before the commencement of Diwali holidays and return on Friday. If they take a holiday on Friday, their leave will include the entire week, as per the rule.

You can also consider a similar approach based on your organization's requirements and business exigencies.

Regards,
ajsahib:o

Dear Lev,

I have prepared a warning format for you.

Date:

To,

Mr. Desi
Dept
Div

Mr. XYZ

Sub.: Warning letter

We regret to inform you that Management is not happy with your irresponsible work. You have been continuously absent from [date] to [date] without providing any information, resulting in a production loss for the company.

As you are aware, Management does not entertain any oral communication for this type of behavior. In the past, you have made similar mistakes, and based on this, the company is issuing you a warning and giving you one more chance to improve your work in the future. If your performance does not improve, management will terminate your service without any notice.

Please provide a written explanation within two days for your irresponsible behavior.

Kindly acknowledge this letter as a token of acceptance.

Authorized Signatory

Regards,
Pandurang More
9011030073

Lavenya,
If the employee has exhausted all his eligible leaves for the year, the next leave taken should be considered as Leave Without Pay, even if it is for less than a day. A warning letter can be issued to him stating that his frequent absences are affecting the business. Before taking this step, try to understand why he is frequently absent. He may be facing a problem. If you determine that his reasons are not genuine, then please take appropriate action.
- Suja

Hi friend,

Thanks for your query. It has been observed that many organizations are facing this issue nowadays, especially when dealing with freshers or junior personnel. Each company follows specific leave policies and procedures, so let's clarify that for him. Similarly, please emphasize the importance of his presence in terms of his career, productivity, overall performance, and the organizational objectives and goals.

Hope this clears up your query.

Regards,
RK

Hi,

Many companies incorporate appropriate clauses into their leave rules to tackle such problems. In this case, you could amend the leave rules and stipulate that casual leaves cannot be clubbed with weekends. If done so, the weekends would also be considered as deductible from leave credit. In fact, as I understand it, even in government institutions, this practice is being followed.

Regards,
Mahesh T Nair

Lavanya,

If he is a fresher and still in his learning phase, taking too much leave as you mentioned - 10 days per month - is not acceptable. A fresher should work diligently to learn and progress in their career. Do not allow him to take leave without a genuine reason. If it's a medical issue, ask him to provide medical certificates and repeatedly warn him that excessive leave will impact his performance.

Ensure all communication is in writing and obtain written acknowledgment from him for each correspondence related to his leaves.

If a fresher is taking 10 days of leave per month, it indicates a lack of interest in working and just passing time for a paycheck. By doing this, he is preventing someone else who may deserve the position and be eager to work. Such employees should be cautioned, and HR should take disciplinary action if necessary. Discuss with his manager, establish succession planning, issue a formal warning letter, and if there is no improvement in his leave-taking behavior, consider termination.

Regards,
Dev

Hi V. Kamat,

Please let me know the following things:

1) When did he join, and as per the company practice, how much leave is he entitled to (PL, CL, SL)?
2) Are there any service rules that affect availing the leave?

Kindly provide me with this information so that I can respond properly.

Regards,
V. Kamat

Hi Friend, :)

First of all, you should talk to that particular engineer about his present situation in the company. Before that, you have to take that employee's profile and find out his reference persons' details. Employee retrenchment is more common nowadays in our country.

You should follow the points mentioned below:
1. Obtain knowledge from the employee profile.
2. Maintain proper records about the employee.
3. Consult with seniors.
4. Obtain a written reply from the employee regarding his frequent leaves.
5. Issue a warning letter and follow through.

If the above steps do not yield results, finally provide a detailed employee work report to your head through the proper channel.

Note: The final report should clearly state the employee's past and present performance in the company. Whether he is a fresher and has achieved the targets or not, his coordination with others, obedience, and so on.

"Take care"

By,
Kutty 😛

Hi Lavanya,

Just to provide you with some clear perspective on Leave Administration.

- Get your company's leave policy and check. Any leave taken over and above the eligibility will be on Loss of Pay only.
- Create a sheet of the last 6 months' leave and send the data to his reporting manager for discussion.
- Call him for a discussion and inform him along with his manager.
- You can first understand his issues and explain the company policy on LMS. If there is deviation, discuss what disciplinary actions can be taken.
- If he continues, issue a first warning letter.
- If the behavior persists, take further action as per your company policies.

Hope this clarifies your options and the process.

Ranga

I understand your problem, but let me assure you that such weekends help in capacity building. On the other hand, you should chalk out better plans to make any of your engineers available on those days, obviously on rotation.

Goodbye.

Dear Lavanya,

I hope your company has leave rules in place. Generally, organizations have three kinds of leaves: CL, SL, and EL. In the case of CL, a weekly half-day falling in between leaves may be considered as leave. For example, taking two days of casual leave on Friday and Monday may be considered as a 4-day absence, inclusive of Saturday and Sunday as well. Such leave rules may be implemented if the situation is severe and the organization is being affected.

However, a human approach is very important, and these decisions should be made with utmost care. An individual works to their level of efficiency only when provided with a certain amount of freedom in their work and regarding leaves.

Regards,
Lalitha

Hi,

First, you should speak with your superior about this matter and then take appropriate action. This means that you should inform them about the leave policy, rules, and regulations before the employee can take a leave. If necessary, issue a warning letter and deduct a portion of their salary.

Hi Lavenya,

Leave should be applied in advance before going on leave for sanction by the concerned HOD, and only then should the PD take it into consideration.

If the employee has exhausted all of their eligible leaves for the year, the next leave taken should be considered Leave without pay, even if it is for less than a day. A warning letter can be issued to the employee stating that their frequent absences are affecting the business. However, before doing so, try to understand why the employee is frequently absent. They may be facing a problem. If you believe their reasons are not genuine, then please take appropriate action.

Dear Seniors,
I am working as an Executive-HR with a well knowned company & I have got an offer from Distributor of Hindustan Unilever Ltd for the post of Distributor HR Executive.
At store profile I am looking after 50 Employees & getting 12000/PM & If I join the Distributor of Hindustan Unilever ltd than I will have to look after above 250 employees & my monthly CTC will be 22000/. All the legal compliance has been fulfilled by this distributor & I will be covered by E.PF.
Kindly suggest me , should I join the distributor payroll or not? If not than please clear me…
I am in big dilemma…………..Plz give me your valuable suggestion.
:confused:
Regards
Anoop Jha

Lavanya,

If you have no policy of prefixing/suffixing leave with holidays, forget about doing anything now. It would be better to introduce a policy that will be uniform for all. I suggest you should allow a maximum of twice a year to club with holidays/weekends. See if this suits your working pattern.

Thiruvengadam. KS

Dear Lavenya,

What industry is yours? Why is he applying for so much leave? Does he have any personal reasons? Try to get this clarified. What is his designation and how long has he been associated with your company? One point could be that he might not know about the job (as you have indicated that he is a fresher). Get a report from his reporting authority. What does he say? You have mentioned that he goes on leave during weekends. Have you framed a leave policy? If so, when he goes on leave, he will have 4 days deducted. Still, you could have made Casual Leave (CL) and Sick Leave (SL) not combinable, etc. The handbook or the appointment letter should have stated something on the leave policy. I suppose as far as a fresher is concerned, it could be easy to control. So before issuing a letter to him, kindly go through the exact reason why he is availing leave, etc. It could be a matter of a few minutes to issue him a letter, but sometimes the employee might have personal/genuine reasons.

Check the following:
1. Is he comfortable working with the team members?
2. Is he homesick?
3. Does he know the job?
4. Has he got any health/personal problems? (Get it through his friends.)
5. Does he like your company environment, or is he looking for another job?
6. Try to make him understand by improving his morale, attitude, and motivating him to come regularly. That is why you are there. If you still require a letter, mail me, and I will send it to you.

Regards,
Ramamurthy R
:icon8::icon9:::D

Actually, that employee does not want to continue there. So, he takes leave like this. How an employee is or what an employee is, he must know his responsibility. He wants the company to dismiss him, or he may be the only engineer there; otherwise, how can a fresher do like this.

Lavenya, please leave Mr. Ravi a message. He feels that only engineers are working, HR people are not having any work. Once he comes to HR, then he will understand the challenges we face. Doing HR job is not as easy as he thinks. We are the backbone of the company; we have to maintain a balance between the company and employees.

Please speak to him in a friendly manner and try to find the specific reason behind his concerns. If he does not express himself, seek help from your seniors to address the issue. Nice to meet you. Bye.

Lavenya, leave Mr. Ravi a message. He feels that only engineers are working for HR, no work. Once he comes to HR, then he will understand the pain we are experiencing. Doing HR job is not as easy as he thinks; we are the backbone of the company. We always maintain a balance between the company and employees. Do one thing, speak to him friendly and try to find the specific reason. If he does not express, send an email with the help of your seniors. Bye, nice to meet you.

1) Please stop starting posts like "Urgent Please" or "Very Urgent Please."

2) Please put the required matter in the subject.

3) If a leave policy is in place, then adhere to the leave policy.

4) If there is no leave policy, frame a leave policy. Samples attached.

5) If all leaves have been utilized, treat upcoming leaves as Loss of Pay (LOP).

6) Surprised and shocked - giving warning letters. Are we Human Resource Professionals or Human Retrench Professionals?

7) A warning letter is not the solution for all issues.

8) If he is combining leaves, understand the reason and help him overcome the same.

9) The issue may not be taking leave but something else. Help find a solution. Taking leave will resolve the issue.

10) Why differentiate between fresher and experienced? Please treat everyone as employees.

11) By differentiating, you convey the message that experienced people can take leaves based on their wish, while freshers should follow instructions.

12) When you need his service, it is essential to take care of him as well.

Dear Ms. Lavanya,

Please note, leave is not a right, and it is only a privilege as a matter of fact. Leave can always be availed and granted as per his/her admissibility and eligibility subject to service exigencies. All closed holidays falling before the commencement of leave and at the end of leave days can always be prefixed/suffixed subject to approval by the competent authority to grant leave in such cases.

It is important to note that all employees must be encouraged to avail leave to rejuvenate themselves and be available afresh at the call of duty. However, this is subject to not hampering any operations and by ensuring that customer services will not be affected at any cost.

Wishing you all a very Merry Christmas and a Happy New Year 2009 in advance.

Best wishes,
Sagala Amarnath

Dear Lavanya,

First of all, please note that your gentleman is following the prefix and suffix principle, i.e., if he is availing leave on Wednesday, he can go up to Saturday. He has to attend duty on Monday. If he is not attending, then that Sunday will be included in the leave days. Leaves should be taken only after prior approval. If the approval is not obtained, then the availed leaves have to be treated as LOP.

Yes, I agree that we are here for the employees. At the same time, we must not forget that the rules and regulations of the company must be adhered to by the employees. We are here to ensure the same. We should not be lenient on issues that violate the organization's policies.

Issue a warning letter, detailing all the leaves taken, including the unapproved ones. Ask him not to repeat such actions in the future. If he continues to disregard the rules, proceed with a show-cause letter addressing the same concerns.

Thanks & Regards.

I suggest you draft a warning letter for such types of leaves and calculate the days present in the 1st quarter. Then, check if it amounts to 240 days in a year. If not, then the individual is not eligible for leave benefits as well!