How Should I Handle an Employee's Unexplained Absence Before Issuing a Termination Letter?

Dear All,

One of the employees in my organization has been absent for the past three weeks without providing any information. We have been attempting to contact him on his phone number, but he is not responding. Please advise me on how to proceed with issuing a termination letter on behalf of the company.

Should a warning letter be sent before the termination letter?

If you have any templates for these letters, please send them as soon as possible.

Regards,
Annu

Dear Annu,

In your case, the employee is absconding, and you have to terminate or strike her name from the company's payroll.

Please follow the steps below:

Step 1

First letter format (Add the name to address)

Unauthorized Absenteeism

Dear Mr. Kumar,

You have been absent from duty since 3rd January 2010 without any information or intimation. You are hereby advised to report for duty within 24 hours of receipt of this letter; otherwise, disciplinary action may be initiated against you.

Company Name

Authorized Signatory

Step 2

Second letter format (Add the name to address)

Unauthorized Absenteeism

Dear Mr. Kumar,

This is further to our letter dated 04/02/11 regarding your absence from duty since 3rd January 2010 without any information or intimation. You are hereby given another opportunity to report for duty within 24 hours of receipt of this letter; otherwise, disciplinary action may be initiated against you.

Company Name

Authorized Signatory

Step 3

Third letter format (Add the name to address)

Unauthorized Absenteeism

Dear Mr. Kumar,

This is in reference to our letters dated 04/02/11 & 11/02/11 regarding your absence from duty since 3rd January 2011 without any information or intimation. Since you have neither replied nor intimated via any source, it seems you are no longer interested in continuing your services with Celebi. Therefore, your name is being struck off from the company's rolls. You are advised to contact the account department on any working day for full and final settlements of your accounts.

Company Name

Authorized Signatory

Follow the steps and then strike off her name.

Note: Kindly send the letter through registered post and maintain a gap of some days between the letters.

Thanks,

SS

Date:-.......................

Mr. XYZ
Address
New Delhi – ........

Regarding: Termination of your services from <company name>.

Dear XYZ,

This is in reference to your absenteeism since <date>. We have the reason to understand that there has been no formal permission requested by you from our office in this regard.

It has been observed that your attendance has been irregular since last week of <date> which we fail to understand your sudden vacation to your hometown for an extended period of time. Needless to mention this is affecting your performance as well as hampering the Organization.

Please note that this kind of negligent behaviour and indifferent performance does not reflect on the commitment expected from you, while you are still on probation period, at <company name>.

As you have not lived up to the desired standards of <company name>, please consider this as a notice towards the termination of your employment with immediate effect.

For <Company Name>



Your Name
Designation

Dear Members,

Hope the attached file will help you.

Thanks,
Aparna

I would like to add that if the employee is a regular employee and has completed 240 days, then you will have to publish the termination notice in the newspaper of your company's local area as well as in the newspaper of the employee's local area.

Dear all,

My contract staff (foreign worker - expatriate) is still under contract. He applied for emergency leave through email (did not state how many days). He has been absent for the past two weeks. We have been trying to call his number, but cannot reach him. Below is a sample email from him. Kindly advise. Thank you very much.

E-mail from my employee:

Dear Sir,

Due to my wife's pregnancy problem (emergency), I did not inform you promptly. Please consider the above matter and do the needful.

Thanking you,
Yours truly,

Dear Ninie,

As your staff has conveyed his problem, please have some humane consideration before terminating the staff. Of course, I understand that you do not have the power to keep him or terminate him, and you must obey the management's decision. However, you can influence the management to view the matter with humanity.

Please send an email about the current situation of his family and try to extend some help, if possible, for the absent staff. Upon his return, you can raise the formal or informal charge sheet, conduct disciplinary proceedings, and complete all the paperwork so that you do not feel in the future that we wrongfully terminated an innocent staff member during his difficult period.

All the best.

Please advise on the rationale behind sending two warning letters before the termination letter.

Regards,
Vanita

Please help me write a warning letter to an employee for not being at the office during any corporate visit without providing any information. Every time there is a surprise visit, it has been observed that she was not there.

Awaiting your reply.

Thanks,

Mukesh Ayudh

I am working as an HR in a private company. Kindly give your suggestions on the following case:

Handling Employee Performance and Attendance Issues

A fresher joined our company 3 months ago. Initially, he was performing well in terms of work, punctuality, and attitude. However, for the past month, he has been frequently taking excessive leave, arriving late, and his performance has also deteriorated. In addition, his parents have been contacting me and my director to inquire whether he has been coming to the office. Our management has decided to let him go after a 1-month notice period. I would appreciate your assistance in handling such employees.

Thank you.

Subject: Warning Letter for Drunken Employee During Office Hours and Unauthorized Absence from Duty

Dear [Employee's Name],

I am writing to address two serious incidents that have come to our attention regarding your behavior at work. Firstly, it has been reported that you were intoxicated during office hours, which is completely unacceptable and violates our company's code of conduct. Secondly, you have been frequently absent from duty without prior authorization.

As an employee of our organization, it is imperative that you adhere to our policies and maintain a professional standard of conduct at all times. Being under the influence of alcohol during work hours not only jeopardizes your own safety but also poses a risk to your colleagues and the reputation of the company. Moreover, your unauthorized absences disrupt the workflow and create additional burden on your team members.

Please be advised that such behavior will not be tolerated, and any further violations may result in severe disciplinary action, up to and including termination of employment. I urge you to take this warning seriously and make immediate improvements in your conduct and attendance.

If you have any concerns or wish to discuss this matter further, please do not hesitate to reach out to me. We are here to support you in addressing any challenges you may be facing.

Sincerely
[Your Position]
[Company Name]

Hello CandidateName,

I regret to inform you that your employment has been terminated from our organization due to your irregular attendance. It is unacceptable for a trainee to be absent without reason, as per our company's regulations. Failure to provide a valid explanation in response to the show-cause notice has led to this decision.

You have been absent from work since (mention the date). Since your absence was unapproved and we have not received any communication from you, we consider that you have abandoned your position.

Per our policy regarding job abandonment, your employment is terminated effective (mention the date).

Please return the company property listed below promptly:
(share the assets details)

If the aforementioned items are not returned by (DATE), (company name) may take legal action to recover the equipment.

Your final paycheck will be deposited into your account on (mention the date).

Your health benefits will cease on (mention the date).

Should you have any queries, do not hesitate to contact us.

I wish you success in your future endeavors.

Regards,