How Should We Address Unauthorized Absences and Tardiness at Work?

To: All Staff

Subject: Absenteeism Policy and Punctuality

As part of our ongoing efforts to maintain a productive work environment, it is important for all employees to adhere to the company's absenteeism policy. We have noticed instances where some staff members have been taking unauthorized absences or consistently arriving late to work.

Effective immediately, all employees are required to follow the company's policy on absenteeism and punctuality. This includes notifying your supervisor in advance if you need to be absent and ensuring that you arrive at work on time each day.

Failure to comply with the absenteeism policy may result in disciplinary action. We value each employee's contribution to the team and expect everyone to fulfill their responsibilities in a professional manner.

Thank you for your attention to this matter.

Regards
[Your Position]
[Company Name]

Hello!!

We follow the following policy regarding absentism and late coming:

Attendance

Employees at (Company Name) have been hired because a specific need for their services exists within the organization. When an employee is absent from work, for whatever reason, this need is neglected. For this reason, it is important that employees are regular and consistent in their attendance.

Employees who have excessive absences may be subject to disciplinary action, up to and including termination.

It is each employee's obligation to notify their supervisor, as far in advance as possible, whenever he or she will be late or absent, and to advise the time of expected return to work. If the supervisor is not available you must inform the HR and provide a telephone number where you may be reached.

Approval of Leave

An employee's supervisor must approve leave in advance. Sick leave that is foreseeable (e.g. planned surgery) must also be approved in advance.

NOTE:

• Application for leave can be obtained from the HR.

• Application for leave should be made in advance and leave availed only after obtaining the sanction.

• In case of some emergency where prior sanction is not possible, information on telephone/in writing must be sent to your supervisor or the HR department.

• Leaves should be planned and informed to your PM well in advance

• Leaves up to two days should be informed a week in advance

• All leaves extending for more than two days should be informed two weeks in advance

• Long period of leaves in case of marriage or any other function should be informed one month in advance.

Late Deduction Policy

(i) Reaching office between 9:30-10:- It will be permissible for 3 times in a month. After that, will be considered as a half day.

(ii) Reaching Office after 10:- will be considered as a Half Day.

(iii) Leaving from office before 4:30 will be considered as a Half day

(iv) Leaving from between 4:30-6:- is permissible only once in the month, and that too with genuine reason.

I hope the above policy works for you as well!!

Regards.

Rupali

Dear Rupali,

This was quite clear and good. Can you also let me know the formula for calculating absenteeism? That would be a great help.

Regards,
Anjali

Hi,

Looks like a decent policy note. However, my experience says ABSENTEEISM as a concept need not be treated in terms of policy. The moment we use the word policy, it becomes a hard and fast rule to be followed. ABSENTEEISM should have safe guidelines to be followed. Deduction policy should be implemented keeping in mind the office complex distance from the city, especially in an IT park/city kind of situation.

Cheers, K

We have deducted half a day from a staff member who was late six times in a month. He is questioning us about the basis on which this deduction was made. How should I handle this situation?

Regards,
Sandeep

My understanding is that a memo should be served as a notification for compliance. The patterned habit of non-compliance is then addressed not only with a memo for correction but also with a broader spectrum of control mechanisms. My thoughts on this should be as follows:

As Correction:

- The memo should identify absenteeism and its current status, highlighting its impact on the organization.
- Sanctions and their effective dates should be clearly stated.

As Corrective Action:

- Enforce the Attendance Policy through proper processes and procedures, implementing an attendance monitoring scheme, and outlining potential sanctions, etc.

Hope that helps.

Regards,
Roger

You can always enforce a penalty if one is included in your policy. Otherwise, a labor complaint will surely follow.