How Do You Handle Employee File Closure When They Leave Without Resigning?

If any employees leave the organization within a certain month without submitting their resignation letter, how can we close their personal file in the employee database? I require steps for file closure.

You can also keep a record of his absconding by sending an email to the absconded employee's email address and attempt to receive a response from him/her.

Hi Meenakhin, thanks for the reply, but the candidate has left the organization a long time ago, and I don't think I will receive an email or something similar. Can we create self-resignation letters and have them signed by their HOD or an authorized signatory?

Regards,
Sonal

A personal file is a book where all the personal and professional details of an employee are preserved. In case an employee resigns and gets officially relieved, the resignation letter, along with the relieving letter and the experience letter, are filed in his/her personal file, and the file is then closed.

However, if an employee resigns without submitting their resignation letter and is termed absent without notice, their personal file is not closed. The notice from the employer is given and filed accordingly in the personal file. The file remains open until the final settlement of the absconding employee is completed.

Please let me know if you need any further clarification. Thank you.

Best regards

Please issue a letter stating that he has abandoned his job from [insert date] and is not attending to duty. Direct him to attend for duty on or before [insert deadline, giving 10 days’ time]. State that if he fails to attend, his service will be deemed as terminated. If he does not return for duty, send his termination letter and close his file.

Regards,
D. Gurumurthy
HR/IR Consultant