How to Politely Address an Employee's Health-Related Absences and Workplace Behavior?

Hi, I am working as an HR in a software company. We have an employee who has some health issues. He gets frustrated easily and is under medication, but this situation is creating internal problems. He takes leaves without prior notice, which is affecting the project, and he shouts at coworkers for minor reasons. We have given him a lot of time, hoping he would improve, but now we have decided to give him a notice. Can anyone send me a format for this? It should be a polite explanation to the employee about his health condition and how it is affecting work due to his sudden absences.

Hi, so many views but not a single reply. It is very urgent. Please reply to me with the proper format.

Dear Swapna,

The draft of the notice could be as below:

Date: -

To,
Mr ______
Employee No ____
__________
__________
(employee address)

Temporary Cessation of Employer-Employee Relationship

You have been working in _____ (name of your company) as _____ (designation of employee) since ______ (DOJ of employee). At present, you work on _____ (name of the project).

Of late, it is observed that you are unable to attend your duties on time. This is due to your poor health, which is also impacting your ability to handle the assigned tasks. Your attendance record for the past ___ (specify number of weeks or months) shows the following shortcomings:

a)
b)
c)

______ (name of your company) is committed to delivering quality products to its customers. Your poor health is affecting product development. The combination of work pressure and your health issues has led to emotional outbursts, affecting your team members.

Considering the impact of your health on product delivery and the organization's culture, you are advised to take complete rest for one/two/three months to recover. Your absence during this period will be treated as "Leave Without Pay," effective immediately upon receiving this letter.

Resuming your duties after medical treatment will require a certificate from certified medical practitioners stating that you are fit for the duties of ____ (your designation).

Authorised Signatory

Please issue the above letter on your company letterhead only, and have the highest authority of your company sign it.

For Mr. Dinesh Sharma: What Swapna has requested is one thing, and the draft you have attached is another. By the way, has the recipient of the letter paid your company Rs 2 Lakh?

Thanks,

Dinesh V Divekar

He needs to be counseled by HR, and before issuing the letter, your company should decide whether his contribution to the organization is indispensable. You can opt for replacement, and normally this kind of behavioral matter will not be mentioned in the appointment letter. So, you need to discuss with him regarding his value to the organization and make him understand the situation he is undergoing, which is affecting both him and the organization.

Then, you should provide a letter briefly mentioning what is required from him and what actually happened, allowing him time to reply. Based on the letter, you can issue the temporary termination of employment or discontinuation of service once and for all, if you have a supporting clause in his appointment letter.

Regards,
G.B. Mahendra Kumar
Fortune Hub - One Stop Solution for Total HR Domain

Dear Swapana, please consider providing some training or giving him a chance before issuing a warning letter. He is not well and needs your help. Discuss with your boss, sit together, and offer him an opportunity for further improvement. If that is not feasible, you may proceed with issuing a warning letter, followed by subsequent warnings, and then a final warning letter. Subsequently, in accordance with the terms of his employment contract, you can initiate the notice period and release him.

Best Regards,
Global Overseas - Delhi Office

I agree with Mhmd and GBMK. It would be best to avoid putting such reasons in the letter, for it might come back on you in a court of law! If you have already sent it, you need to ensure that it hasn't become a precedent for the next one.

Notice of Attendance and Conduct Concerns

Date: [Insert Date]
Ref: [Insert Reference]

Name: [Employee Name]
Empl. No.: [Employee Number]
Position: [Employee Position]

Subject: [Subject]

It has come to our attention that your attendance record for the past few months is not promising. While we understand that this may be due to medical reasons, unauthorized absences without proper handover and replacement are unacceptable. This situation has disrupted our project schedule, resulting in delays in work execution. Therefore, we advise you to provide an explanation for the aforementioned situation and to apply for medical leave for [Specify Duration].

Your prompt attention to this matter would be greatly appreciated.

Thank you,

For [Company Name]

Manager - HR

CC: [Additional Recipients]

Notice of Unauthorized Absence

Mr. [Last Name], Employee Code No:

It has been observed that you are in the habit of remaining absent without getting the leave sanctioned by your superiors. This is evident from the fact that your attendance performance, which has been abysmally poor in the last three months, is detailed below for your notice.

Month Date Unauthorized Leave / Authorized Leave With Pay / Without Pay Remarks

Your habit of remaining absent without prior intimation is a serious misconduct on your part. However, this time, management is pleased to take a lenient view by not initiating any disciplinary action against you, considering your loyalty to the management in the past.

Therefore, you are advised to report for duty immediately upon receipt of this letter. Failure to do so will result in us being constrained to sever your services, treating it as though you are no longer interested in continuing employment with us.

Thank you.

Sincerely,
[Your Position]

Bandi, you know the reasons, and they could be beyond his control. Your letter, though soft, can still be construed very negatively on your part. Hence, please take the advice of a lawyer.