Struggling with Short Notice Periods and Leaves? How to Address This HR Challenge

Hi,

I just wanted to know whether, while issuing the confirmation letter, we can include the phrase "notice period will be one month only as per the appointment letter dated __________, and it can't be reduced. Management will not entertain any requests for a reduction in the notice period. No leaves are permitted during the notice period, and if taken, it will be treated as leave without pay.

Please provide me with the appropriate wording for the same.

My problem is that staff members don't always give proper notice of one month; sometimes, it's only 15 days, etc., and on top of that, they take leaves. How can we address this issue?

Regards,
Ujjvala

Proper notice is not being given because there is no consequence. Without a penalty, staff will continue to set their own policy, which would foster chaos within the organization. I suggest something similar to:

NOTICE OF LEAVE

Effective immediately, a 30-calendar day notice is required before taking leave, except in emergencies. In case of an emergency, notify your supervisor as soon as possible before taking leave. Anyone who fails to comply with this requirement will not be authorized to leave. If they do take leave, they will be considered to have abandoned their position. The company will take appropriate steps to fill that vacancy.

Hello Ujjavala,

You cannot restrict employees from not serving for the whole month or giving 30 days of full working. First of all, clearly mention in your appointment letter about this NOTICE PERIOD clause, and upon confirmation, you can simply write that you are hereby confirmed w.e.f......... All the terms and conditions will be the same as stipulated in your letter of appointment.

To minimize this, you can do one thing. Once an employee serves his/her resignation, you must accept it in writing, duly acknowledged by the employee, clearly stating that their resignation is accepted by the management, and they will be relieved on so... date...

If he/she serves till the date, your purpose is fulfilled. If he/she leaves before that, you can deduct his/her salary for the remaining days.

Your letter of appointment must be very specific for all employment issues.

Hope this will give some benefits.

Thank you,
Rajkumar