How Do I Properly Document Informal Terminations and Absconding Employees?

Hi Seniors,

Some employees have been fired or pressured to resign due to their negligence causing losses to the company. They are not long-serving employees and do not seem to care about obtaining a relieving letter. Some of them need to settle their financial obligations, while others have no dues but have not formally resigned.

How do I close their files? Since they haven't submitted resignation letters, there is no need to issue relieving letters. They have been informally terminated, so we do not wish to send termination letters either.

What letter should I include in their files to indicate that these employees are no longer employed with us? Also, what is the appropriate documentation letter for employees who have absconded?

I look forward to receiving your valuable feedback.

Regards,
Smita.

I think that's not fair, Nisha. These employees were forced to resign or leave the job because of management negligence. I am not very sure whether the management has given them any prior notice or not.

Smita, if you close the file either as terminated or as absconded, then this will reflect during the time of their reference check from some other company. Maybe in the future, someone else may take up your position, and they reveal what's there in their files. You people are forcibly trying to pull their jobs - it's ok, might be because of your company's current situation, but please don't spoil their upcoming opportunities by closing their files as terminated or absconded.

Inform all those employees either by phone or mail that they have to submit their resignation letter in a day or two; otherwise, it will be automatically considered that they are either absconded or terminated, and the same will be communicated at the times of their reference check. I think this is a better way of handling this situation.

Hi Malini,

I do agree that putting remarks like absconding or terminating will affect their future; therefore, we did not want to do that. We have asked those people to submit their resignations, but they do not seem to be bothered much.

One more thing that I did not express correctly in my previous email: they were forced to resign not because of our negligence. They have caused losses to the company due to their negligence and lack of professionalism.

For those who have submitted their resignations, we have issued the relieving letter. The issues lie with those who have disputes and outstanding dues with us.

I welcome more suggestions on this.

Smita