Employee Missing for 3 Weeks: Should I Send a Warning or Termination Letter?

Dear All,

One of the employees in my organization has been absent for the past 3 weeks without providing any information. We have been trying to reach him on his phone, but he is not answering. Please advise me on how to proceed. I suspect that he may have absconded.

Should a warning letter or termination letter be sent in this case? If you have any templates for such letters, please send them to me as soon as possible.

Regards,
Monica

Hi!

Unauthorized absence is an offense. Any employee can be terminated if he or she does not give a sufficient or convincing reply to unauthorized absence. You should issue a show-cause notice for the same. If the employee does not reply to the notice, you can terminate him.

Yours,
Ravi

i hope this helps...

a letter for absenteeism of employee who hasnt reported to work aftr his leave got over...

its in the statutory format...such warnings need to be sent by registered ad...

_______________________________________

Through Registered AD

--Date--

To,

Name – Designation (Dept)

Current Address

Name,

Your leave was sanctioned up to --date--; accordingly you were supposed to report to your duty on --date--.

---Reason/ Issue (Eg. We tried to reach out to you several times on your mobile number and have also kept a message to contact us urgently. You have neither responded to our communication nor joined your services till day.)--

You are hereby directed to resume your duty on or before --date--, failing which it will be presumed that you have abandoned the services of the company.

For --company name--

--signature--

Name & Designation of Authorized HR Person (Some Sr. Person)

--alternate addresses of the person (here also a registered AD has to be sent)--

Hello,

I am a student from Bangalore. I have noticed your problem, and my suggestion would be to remove him from services if he has not informed you about his leave. My prediction would be that he might have got a job somewhere.

Thank you

Dear Ms. Monica,

I have gone through your queries and noted the contents. In this context, I would like to inform you that you cannot terminate any employee without a justified reason/chance for the sake of the principle of natural justice. As your employee has been absent from duty for quite a long time without authorization, you can directly send a show cause notice by registered mail. I am providing a format.

DATE: 29th May, 2006

Regd/Ad

Mr./Ms. [Employee's Name]

Show Cause

It has been observed from the attendance record that you have been absent from duty without permission since [Date] until the present date.

Your continuous unauthorized absence, if proven, falls within the purview of breaching discipline and neglecting duty, thereby hindering day-to-day activities in your department.

You are, therefore, directed to provide a written explanation within 48 hours of receiving this show cause as to why appropriate disciplinary action should not be taken against you for the above misconduct. Failure to do so will lead to the presumption that you have no explanation to offer, and the matter will proceed ex parte.

Yours faithfully,

For [Your Company's Name]

After receiving their reply, you will need to verify their explanation. If you are not satisfied, you will have to conduct a domestic enquiry followed by termination.

Regards,

Mr. Chandan

Hi!

Absence from duty for three days continuously is to be treated as absconding, and disciplinary action is to be taken against the defaulter. An official show cause notice for termination can be sent to the residence. Maintain a record of all communication efforts. Also, make efforts to find out the whereabouts (they may have joined somewhere else) or may be experiencing sudden serious illness. However, ultimately termination may be necessary. They may come back later to ask for the salary for the working period, so maintain a charge sheet.

Dear Moni,

Unauthorized absenteeism is a serious misconduct under service rules.

Letter 1

It has been observed from our attendance record that you have been absent since 05.03.2007 without prior sanctioned leave.

Your previous record indicates a habit of unauthorized absenteeism despite prior warnings with no visible improvement.

Sudden absences disrupt the normal functioning of the establishment, having adverse effects on both output and discipline. Absence from duty is considered a serious misconduct according to the service rules.

In light of the above, you are advised to provide a written explanation within 72 hours as to why appropriate disciplinary action should not be taken against you.

Failure to submit your explanation within the specified time will be considered as an acceptance of the charges and an acknowledgment that you have no explanation to offer. In such a case, management reserves the right to take appropriate action without further consultation.

Name of Company

Authorized Signatory

It can be helpful to you.

Vikas

Dear Ms. Monica,

You can send a registered letter, asking him to present his case for his absence from duty without permission, in person, by a stipulated date. (The formats of the letter have been provided by other members in their postings.) You can mention in your letter that if he does not turn up by the specified date, he will be terminated.

If the employee does not present himself, you can give him a grace period of 15 days (only on humanitarian grounds) and then terminate his service.

If the employee is unwilling to accept the registered letter, do not worry. According to the law, even if the recipient does not want to accept a registered letter delivered to his doorstep, it is presumed to be accepted, and the sender is presumed to have complied with the formalities.

Alternatively, you can send department personnel to his residence to find out why he has failed to show up for duty.

If none of these measures yield results, the only solution is to place an ad in two newspapers, requesting the employee to respond; failure to do so will result in termination.

Regards,

Sivaramakrishnan

Dear Monica,

If he is not responding to your communication, that means he is not interested in working for your organization. I am sure he must have taken most of his monetary dues before absconding (they normally do that after getting their salary). This has become a perennial problem for small and medium business segments across all departments and levels. Employees run away without notice or communication.

This employee must have definitely received a better offer, and he must have been offered extra incentives for joining immediately. I don't think sending a warning letter will help much, but you have to try!

Move on! Forget about him! All the very best!

Regards,
Sunil Taurus

That's called Job Abandonment... Depending on your company handbook, most employees that no-call, no-show for 3 days are considered terminated. But here's a letter that may be helpful:

Dear employee,

You were scheduled to work on... When you did not appear at work, your supervisor, Mr. [Name], called you at [time] to find out if you were planning on reporting to work on that day. He did not get an answer, so he left a message on your voicemail. Our company has a 3-day no-call, no-show policy, which you can reference in your employee handbook, stating that no-call, no-show results in automatic termination. Since you have not reported to work in [number] days, you are terminated without further notice. I have left you a message on your home phone with this information at [phone number]. In addition, this letter is being sent to you via express overnight delivery to your last known address.

Sincerely

Dear All, One of the employees in my organization has been absent for 2 days without an authorized signature from her HOD. This shows very casual and irresponsible behavior. She keeps repeating her misbehavior. Please suggest how I should proceed. I think she has absconded. Is there a warning letter or termination letter that needs to be sent? If you have any letters, kindly send them ASAP.

Regards,
Rakesh

Show cause notice has been given to a company employee. The following points are:
(i) Absent from duty without prior permission/information.
(ii) Excessive usage of operational mobile despite verbal warnings.
(iii) Casual attitude towards operational matters/issues in routine.

After 72 hours, the employee has not provided a satisfactory reply to the above points. Please advise on what steps I can take now.

First, check the terms of employment, i.e., terms mentioned in the appointment letter. If it says "action deemed fit as per company rules," then refer to what the company rules state. If there are no specific company rules, apply the model rules as per the law. I hope this will help you decide the course of action.