Lack of Clear Absence Reporting: How Can We Establish a Chain of Command?

Hi all, in our company, I have noticed that there is no definite chain of command. An employee will not show up to work and claim to have notified any supervisor or manager. Could you please send me a format of an interoffice memo to circulate with details on whom to notify in case of absence?

Thanks,
C.

Dear Koshikalulu,

Usually, every organization has a Leave Application form. If someone is willing to take a leave or has already taken leave, they should fill out the application and submit it to the HR Department with prior approval or immediately after availing the leave. This is a common practice.

You can send an Inter-Office Memo stating:

Leave Application Policy

This is to inform all employees of (company's name) that any Planned Leave should be approved before availing leave. If someone is on leave on a particular day, they are responsible for submitting the leave application with an approved signature from their Superior to the concerned department. Failure to submit the Leave application would result in a deduction from the salary for the day the employee was absent. We request all employees to strictly adhere to the policy.

HR Department

You may adjust the language or include any relevant details. The HR department has a responsibility to inform each employee individually about the eligibility of Leave.

Hope the above information is helpful.

Regards,
Meena

Thank you very much for the feedback. What I was actually looking for is the failure of employees to show up at work rather than a leave of absence. I have already implemented the salary cut, but I am still facing issues with employees not coming to work.

Do you think it would be too extreme if I were to start taking disciplinary action against them?

Regards,
Cynthia.

Effective from 7th January 2016, all Project Managers are requested to submit the list of absentees (if any) to the office on a daily basis. Frequent absentees without valid reasons will be subjected to disciplinary action by the management.

This is for your information and strict compliance.