How Do You Address Employees Taking Unapproved Leaves? Seeking Email Draft Suggestions

Hi everybody, please help me in drafting an email to warn employees who take leaves without prior intimation and do not follow the rules for requesting and obtaining approval for leaves in advance.

Regards,
Kirti

Date:

To,

Mr. [Name]

Employee No. [Number]

Department: [Department Name]

WARNING LETTER

You are working as a [Position] in [Department Name]. On verifying your attendance from the time office records, it is seen that you have been absent from duty without prior leave approval from your supervising authority on the following days:

Month: Days: Total No. of days:

You are well aware that as per the Model Standing Orders/Certified Standing Orders, you are required to obtain permission or sanction before taking any leave. However, despite being informed of this requirement, you have intentionally been absent on the mentioned days without obtaining prior leave approval.

Your absenteeism has led to a shortage of manpower in the department and has significantly impacted the workflow of [Department Name].

Your past records also indicate a pattern of unauthorized absences from duty, and you were previously cautioned to be more diligent and punctual in your duties.

It has been noted that you have not taken the warnings seriously and have continued to be absent without authorization.

Your actions amount to serious misconduct according to the Certified Standing Orders and necessitate the initiation of disciplinary action.

However, this time, in an effort to provide you with another chance to address these issues, you are being issued a formal warning.

You are hereby cautioned to be punctual and regular in your duties in the future, as failure to do so will result in strict disciplinary action being taken against you.

DISCIPLINARY AUTHORITY

Cc: HR Department

Jaikishen Kumtekar

[Email Removed For Privacy Reasons]

WARNING LETTER

Date: [Insert Date]

NAME & ADDRESS:

Reference: Employee Code: [Insert Employee Code] / Branch: [Insert Branch]

Dear [Insert Employee's Name],

It has come to our attention from our records that you have been absent from duty since [Insert Date], without providing any proper information. You have failed to seek permission from your reporting authority regarding your extended absence. Your unnotified absence demonstrates a lack of responsibility and is not in line with your role and responsibilities within the company.

You are well aware that your prolonged absence disrupts smooth operations and creates operational challenges for the Company. Your unauthorized absence is a violation of company policies, and the company views this matter seriously.

We urge you to return to work immediately upon receiving this letter. Failure to do so will lead us to believe that you are not interested in continuing your employment with us and have abandoned your position.

Thank you,

For [Company Name]

Authorized Signatory

Regards,

[Email Removed For Privacy Reasons]

[Phone Number Removed For Privacy Reasons]

Most HR managers or line managers are on a trip to boost their egos by drafting bombastic, verbose letters that do not earn any respect or trust from the employees. The body of the warning letter reeks of an authoritarian culture.

Empathy and Understanding in Management

Managers have a task at hand to empathize with the employees and understand the reasons for such unauthorized absence. It is better to conduct a review meeting in person and document the observations, explanations, and conclusions as a written contract. Obviously, both parties need to come to an agreement regarding the plan of action. The idea is to engage the employee to take charge and be responsible for their actions. Reiterating the employee's personal goals and highlighting their unauthorized absence as a deviation from their personal and team goals would go a long way in establishing trust.

A Collaborative Approach

This meeting is not a punishment but an effort to address the problem in an empathetic way. Needless to say, it is always a win-win situation when managers and employees engage.

CIRCULAR/COMMUNICATION

Lately, it has been observed that employees are availing leaves without prior intimation to their Head of the Department and regularizing their absence after resuming duties. This act is hampering the daily planned assignments or set targets of individuals and departments. It is, therefore, advised that all employees who intend to avail leaves should plan their leave and inform their HOD at least 2 days in advance to avoid further ramifications. In unavoidable situations, you may avail leave and make sure that it is intimated to your HOD through the proper channel.

Please note that any unauthorized absence as per the clause of the company's leave policy will be viewed seriously, and appropriate disciplinary action will be taken against defaulters.

Regards

Warning Letter for Unauthorized Leave

To,

----------------------------------- (Employee Name)
----------------------------------- (Employee ID Number)
----------------------------------- (Department & Designation)

With respect to the above-cited subject, we would like to bring to your attention that your absence details for this month are listed below for your reference. This serves as the first warning letter for taking leave without informing us, and we also require justification for the same, i.e., a show cause for your absenteeism from your duties on the dates mentioned below.

Absence Details

SL NO | DATE
01 | 13/07/2013
02 | 15/07/2013
03 | 16/07/2013

Total - 3 Days.

We kindly request you to respond to this letter at your earliest convenience, within 48 hours.

For .....................
Authorized Signature

Sample Letter: Warning to Employee Not to Take Leave on Holidays

Dear [Employee's Name], I am writing to address a concerning issue regarding your recent pattern of taking leave on holidays. It has come to our attention that you have been consistently absent on important holidays, causing disruptions to our operations.

As you are aware, holidays are peak times for our business, and your absence not only impacts your own workload but also affects the entire team. It is essential for all employees to be present during these critical periods to ensure the smooth functioning of our organization.

I would like to remind you of the importance of your presence on holidays and the impact of your absences on the team and the company as a whole. Moving forward, I expect your full cooperation in adhering to the holiday leave policy outlined in the employee handbook.

Please consider this letter as a formal warning, and any further violations of the holiday leave policy may result in disciplinary action.

Thank you for your attention to this matter.

Sincerely,
[Your Title]
[Company Name]

Hi,

After so many warnings, if an employee is still taking leave from duty, what action can be taken by us?