How Should I Approach an Employee Who's Been Absent Without Notice? Seeking Advice on Email Format

I have an issue regarding an employee absconding for almost a week. She did call me on Feb 2nd, saying there is an emergency and she needs to be in her hometown. She mentioned that she would call me about her return dates once she reached her hometown, but she never did. Later, I contacted her on the 5th of Feb, and she said that she would not be able to come back as her father wants her to take care of their family business. Despite having an argument with her family, they insist that she stays back. She mentioned that she would send an email regarding the same, but I never received it to date.

I have been asked to email her asking for an explanation. Do I need to mention the talks we had or is there a specific format to follow?

Sandhya,

If you've been asked for an explanation, explain all that you had communicated with the employee. If you have any emails on it, document them. Based on that, you can send a warning note or final communication.

Thanks,
JB

Dear [Recipient],

In my view, you have received a letter stating that according to the attendance records, you have been absent from so and so date. Please explain why disciplinary action should not be initiated against you. Do not mention any telephonic conversations.

Thank you.

JS Malik

Dear Sandhya,

I think you should mention the details of the interaction that you have had with the employee in the email and ask her to confirm the details of the same. Following this, you should send a warning letter informing her that she has been absconding and necessary actions, as per your company policy, will be taken if she does not revert with an explanation regarding her actions.

Thank you.

Hi,

Keep a record of all written correspondence or emails. If available, send a registered notice via post through your legal department, where the recipient will need to sign upon receipt. Issue a stern warning to prompt a response. It is worth noting that individuals, particularly women, may feel pressured by warnings, which could lead to a response.

Please be aware that telephonic conversations will not be considered in this matter.

Aparna

Dear, if you don't have any written intimation about extending leave, then as per the appointment letter, you can issue a show-cause letter to the employee. Send it via registered AD. If there is no response, you can proceed with issuing a termination letter.

Hi,

You should mention all the conversation you had with her. You have waited so many days, which means you have given the person the opportunity to reply. What you can do is: Send her a warning letter mentioning that she should join immediately or she would be terminated. This will help you; I have practiced in my earlier organization, and it works. The employee either returns/calls/replies to the letter.

Regards,
SDB

Hi Sandhya,

Probably, my suggestion here would be to speak with her colleagues if you can get any insights. Maybe she has gone on a personal emergency. To maintain an employer-employee relationship, it will be great if you do this before you proceed.

Many Thanks,
Srini.

Hi Sandhya,

In most companies, there is usually a clause in the appointment letter stating that if an employee is absent from work for more than 3 consecutive days without informing management or the Human Resources Department, then management reserves the right to terminate the services of that employee with immediate effect.

If you have such a clause in your appointment/confirmation letter, please quote the same in the email that you will be sending her. In the event that you decide to terminate the services of the employee, also mention that due to her uninformed absence, the business interests of the company have been adversely affected. Therefore, the company has decided to forfeit any pending salary owed and, as a disciplinary action, will not issue a relieving letter or experience certificate.

I hope this makes sense to you.

Dear Sandhya,

Please send a warning letter giving the employee 5 days to respond. If she responds, then take appropriate action. If she does not, then issue a second warning letter giving her another 5 days to reply, stating that failure to respond will result in termination.

If there is no response to the second letter, proceed with issuing the termination letter.

Swati

To,

Sender's Name & Address

Sub: Absent from duty.

This is to remind you that you have been absent from duty since (DATE). You have not given any proper leave letter or informed us in person. Despite our repeated reminders over the phone, you have not reported to duty.

You are hereby instructed to report to the office on or before (DATE), or else strict disciplinary and legal action will be taken against you.

For COMPANY NAME
Manager - HR

Send this letter through registered post with an acknowledgment card. It will act as proof.

Dear Sandhya,

First, you may send a warning letter to the employee, asking them to get back within the stipulated time frame (it may be 7 days or 15 days) as your organization wishes, or the employee's services would be terminated.

If the employee doesn't respond by the date mentioned in the letter, you may send a termination letter stating that their services are terminated and close the chapter.

Do send an email and a letter by post (this will help to maintain records).

For your reference, please find attached a sample warning and termination letter.

Hope this helps.

Dear Sandhya,

Kindly look into your rule books such as Standing orders/Service rules. If something has been enumerated in the aforesaid rule books, follow the same. If nothing has been mentioned, you can write a letter to the employee stating that they are absent from work without applying for leave or providing intimation. The employee may be asked to return to duty immediately; if they do not report, action will be taken as per company rules. The letter must be sent only via Registered Post with Acknowledgement Due.

Alternatively, you can talk to the employee and clarify that their absence is affecting the company's work, and the company cannot wait indefinitely. Therefore, they must decide to return to duty promptly or resign from the company. I hope they will understand the situation and make a decision. You can also empathize with their situation and offer suitable advice to create a win-win scenario for both parties.

Regards,
Siddeswara

Hi,

You should follow the procedure as per your company policy. A better approach would be to send a letter to her address via registered post, requesting her to resume duty immediately upon receipt of the letter to avoid any potential actions against her.

If she doesn't reply within the specified time, then you should issue a termination notice and proceed with the termination process in accordance with your company's policy.

Regards,
Jitender

Dear Nair,

The answer is very simple. You should send a letter by RPAD stating that you were absent on such and such date. If you don't reply within 48 hours, it will be considered that you are voluntarily resigning from our company. Make a copy for your records.

Thank you,
Jana

Hi Sandhya,

People being the main asset of any organization, it is very important for all HR professionals like us to ensure that exit formalities are smooth. There is a high probability that this individual might join your firm back in the future.

We should treat every case as fresh and give the benefit of doubt to employees rather than going with our past unpleasant experiences. From my perspective, you should mention your telephonic conversation in your email wherein the employee has promised you to send the resignation via.

At the same time, you should let her know about the possible consequences if she does not clear the exit formalities within a deadline. If you do not hear from the person within a stipulated timeframe, then send a TL with a registered AD.

Thanks,
Rahul

You can send a letter through registered post detailing about your communication to her and her reply. Also, warn her to report for duty, failing which disciplinary actions will be taken, which may result in termination. Alternatively, ask for her resignation letter.

If she is under the probation period, then she can be terminated as soon as her probation period is over, that is without any disciplinary action.

Amit Pagedar:icon1:

Hi,

This is the normal procedure what we follow.

On your first day of absence it is essential that you contact your immediate superior as soon as possible. Such intimation should be no later than one hour after the normal opening time of the office. You should discuss the following information with your immediate superior: -

• the nature of your illness or reason for absence
• how long you think you will be absent from work
• when you will next make contact
Only in exceptional circumstances should you ask someone else to contact your immediate superior on your behalf. In the case of prolonged absence, you should contact your immediate superior regularly to keep us informed of your progress.
On your return
When you return to work following a period of absence, your immediate superior/manager will discuss with you the reasons for your absence and ask you to complete a Self Certification Form.
In the event that you are absent for more than two days on the grounds of sickness, please send your immediate superior a Medical Certificate to cover you from the third day i.e. to account such leave as sick leave. Upon your return you will also be required to complete a Self Certification Form.
This procedure is important in helping us to operate our business smoothly and efficiently.
A breach of these procedures could make you liable to disciplinary action.
Any absence without sanction or without medical certificate as provided above when more than two days leave taken on ground of sickness will amount interruption of service and the Company may initiate appropriate disciplinary proceedings against you.

Regards,

DJ

Dear Sandhiya,

This letter will help you to do the thing in the proper way.

Regards,
Ansari

Dear Sandhya,

In this case, what you need to do is write three types of letters.

The first type should mention his absence from duty without prior information and request a response within 5-7 days. If there is no reply, proceed with the second reminder, continuing from the first letter, and ask for a reply within the next 5 working days. Mention that if there is no response, the company will assume that XYZ is not interested in the job.

The third type of letter should mention the continuation of the first and second letters, stating that if there is no response, the company will assume that the person has left the job. Finally, issue a termination letter. Prepare a full and final termination letter and keep it with XYZ's file.

Thank you.

Dear [Recipient's Name],

I am writing to inform you about your recent absence and its impact on the continuity of work. Your previous communication did not specify whether your absence is temporary or permanent. Please note that any necessary disciplinary action will be determined based on this information.

With Regards,

Rajan Associates

E-mail: rajanassociates@eth.net

Hi,
You can send across a warning letter(format below) at first & then after that you can send across the Termination Letter (Format below). This is how we follow in our company. Hope this helps.

WARNING LETTER:
To
Ms. ____
Emp No:


Sub. – Warning Letter
Dear ____,

It has been observed that you are absenting from work without any authorization of your leader. Through this note, you are hereby intimated to report for duty on or before _____ failing which it will be construed that you are no longer interested in the employment of the company & it will be deemed as you having abandoned employment at you own will. In this event, we will terminate your employment with effect from the last working date.


Please acknowledge the receipt of this letter.

TERMINATION LETTER:

Ms. ___
Emp No: ___
Bangalore


Sub : Voluntary abandonment of employment

Dear____ ,

We regret to inform you that your employment with ________. is being terminated immediately without notice or payment in lieu of notice effective close of business hours i.e. _______arising out of your voluntary abandonment of service.
As per company process, you have not served the required notice period that was expected of you to transition your activities pursuant to your resignation from the services of the company. Before you could be relieved formally, you chose to leave the company on your own without bothering to ensure a proper transition by remaining absent from work without any prior authorization of your manager. This action on your part is therefore being deemed as voluntary abandonment of service.
Your action is unprofessional which is in breach of the employment contract. So in accordance with the company policy, we will not be able to issue you any relieving letter.
Based on this intimation, you may please meet ____- Phone No _____ from HR to complete your separation clearance formalities.

Sincerly,

Thank you all so much for the response.

I have sent her an email (CC'd to GM and MD) explaining all about our conversation (when she called, I was basically in my GM's cabin) and reminding her about the explanation we were awaiting. She soon replied stating that she won't be coming back along with her resignation letter. Later, my GM replied to her about the office protocol and accepted her resignation.

The issue is resolved. Thanks once again for the valuable suggestions and comments.

Regards,
Sandhya