How Do You Handle Employees Not Reporting Leave and Ignoring Work Calls?

Sample Memo Regarding Failure to Report Leave Taken and Unanswered Phone Calls

Dear Team,

It has come to my attention that there have been instances where employees have not informed the company about their leave taken and have failed to respond to phone calls from the office.

It is imperative that all employees adhere to the company's policies regarding leave reporting and communication. Failure to do so not only disrupts workflow but also hampers team coordination and productivity.

I urge all employees to promptly inform their respective managers about any planned leave and ensure that they are reachable via phone during working hours. Open communication is essential for the smooth functioning of our operations.

Let us all make a conscious effort to uphold these basic responsibilities and work towards maintaining a professional and efficient work environment.

Thank you for your attention to this matter.

Best regards
[Your Position]

Request you to go to his record, an employee took leave once or twice without intimation or did not attend phone calls, and issuing a memo for that is not the right thing.

Even if it is a casual leave, he may not always inform; if sick, he may not be able to. Except in the case of Earned leave, you cannot insist. You have to demonstrate if the employee is a habitual absentee or abstains without information or permission from their immediate superiors.

If you start issuing memos for every small thing, there won't be an end, and your time will be consumed in preparing, issuing, filing, and taking actions on the same.

As our friend Mr. Ravishank mentioned, have rapport with the people and find out the reason. You are requested to note that the 8 hours an employee works in the organization belong to his immediate superior, and the remaining 16 hours are HR's time. Hence, better understand his family, where he stays, his concerns, habits, etc., so that you can support the employee and, in turn, support the organization in improving productivity by addressing the employee's concerns.

Be employee-friendly without violating the set norms of the organization; then, it will be a WIN-WIN situation every HR needs to practice.

Sorry if I have hurt your feelings; this is the reality as you also need to survive in the organization/profession.

Regards - Kameswarao

Yes, Gupta,

I agree with the views of the guys - it's Human Resources (I would say Human Relations). There's no harm in talking informally and checking with the person. The person might have gone to the hospital or out of station and left his/her mobile back home. Having a personal rapport always helps, and people will relate to you freely and come to you for suggestions and advice.

Don't raise an artificial bar and start issuing memos for anything and everything. It will so happen that you will be doing only that and also antagonizing everyone. Let people feel you as their friends, and you will certainly have a good time. Also, remember, we are all human and prone to errors and mistakes.

Would appreciate it if you let us know the exact reason behind this, or are you using this for a project.

Ask that particular employee to report to HR as soon as he resumes office. Talk to him/her about the lapse of not informing and answering calls, and educate him/her about the importance of informing. If, after the above exercise, this employee repeats the same act, only then should a memo be issued.