How Should I Handle Uninformed Employee Leaves? Seeking Advice on Writing a Warning Email

Hi Seniors, I'm working in a small IT firm as an HR Executive. I want to write a warning email to all employees of the company. I've noticed for the past few months that they are taking leaves without informing anybody; I even have to call them to confirm their leaves. My boss is lenient, but I have to take care of all the issues because this is my responsibility. Should I write an email directly to my employees, or should I first discuss this with my boss? I don't want to mention anyone's name or file a complaint.

How to Address This Issue in an Email

How do I address this issue in an email?

Thanks,

Regards,
Nisha Sharma
[Email Removed For Privacy Reasons]

In fact, it is our duty to get things in an organized manner. We (HR) can even send the warning letter. If the organization is big, then surely we can do it. But if the companies are small, my advice is to better discuss with your boss and email them. Instead of sending a warning letter, just correspond in a softer manner. Even then, if they are not following, you should send a warning email.

I would suggest that you first speak to your boss about the issue. It should not be a complaint. You can present this to him as a request to maintain discipline in the organization. With his permission, you can then send an email to all your employees, copying your boss. By doing this, employees will perceive that this instruction may have originated from your boss's office and will likely respect it.

It is commendable that you are demonstrating your potential in addressing the issue, even though your boss is lenient. It would be beneficial for you to discuss this matter with your boss, as two members have recommended, as it is a professional approach.

By the way, I have some templates for warning letters. If you need them, I can send them to you.

Please let me know if you need any further assistance.

Thank you.

Thank you, Jeevarathnam P, for your valuable comments. As I mentioned, the organization is very small with only 8-10 employees, and the atmosphere is very good and friendly. I have already given them verbal notices several times, but nobody seems to be taking it seriously. Sometimes, they only inform me very informally, like a colleague or friend. In this case, I am unable to explain the reason for their absence to my boss. Our HR policies are very open; we only require a written email if they are planning holidays or going home; otherwise, verbal communication is also acceptable.

On the other hand, I am considering the retention aspect. Since it is a small organization, they might leave the job due to very strict rules and regulations.

Thank you,

Regards,
Nisha Sharma

[Email Removed For Privacy Reasons]

You have verbally informed everyone about the rules. I think going to the extreme end, i.e., issuing a warning letter directly, will not serve the purpose. Take a move step by step. First, issue a general circular in consultation with your boss; explain that it's a moral obligation for everyone to follow some basic rules as an organization. Observe any positive changes. Track the main deviators, have a dialogue with them to understand the cause, and if there is no improvement, then issue a warning letter.

You may find the process long and lengthy, but in a small organization like yours, relationships can quickly sour, which will hinder the work. In that case, your employer may also not support you as he is primarily interested in getting the work done rather than handling such issues. So, this problem will have to be addressed peacefully.

All the best!

Regards,
Vaishalee Parkhi

Thank you so much for your valuable comments. By following these steps, my problem will get solved.

Thanks to Vaishalee Parkhi for your practical approach to dealing with the situation.

Regards,
Nisha Sharma

Dear Nisha,

In order to achieve professional outcomes, you should do all it takes to improve the company's issues, but in a proper process. For example:

1. Calculate the leave entitlement of all employees (i.e., how many leaves are sanctioned in a year for an employee, how many of them have been utilized by him/her, and of what type - like CL, SL, etc.).

2. Then, create a Leaves circular and a leave application format. Present these to your boss for approval. Subsequently, email both documents to all employees while keeping your boss in the CC of the email. No employee should be allowed to take leave without submitting the leave application format. Proceed with additional rules one by one.

I hope this guidance will assist you in gaining power and respect, as HR should have in the company, and avoid issuing warning letters unless absolutely necessary.

Regards,
Haider Abbas

I fully agree with Mr. Haider Abbas. First, create a leave policy document. For immediate action, send an email to everyone stating that if someone takes leave without approval or without informing, their leave will be considered as Leave Without Pay. Additionally, begin developing a leave policy and leave application form. While our company maintains a very friendly atmosphere, we implement such measures to uphold discipline.

Enhancing the Leave Process

Added to the above comments on the leave process:

- Get the policy in place with the help of seniors.
- Update the leave taken by the staff on the muster or mark the muster with a marker if left blank.
- At the end of the month, review the muster if not updated.
- Get the policy in place to account for non-report dates toward leave or Leave Without Pay (LWP).
- Display the blank days on the notice board at the end of every month (e.g., on the 3rd of July, display for June data).
- Once the blank days are settled, display the final leave taken by the staff for the month. (Fix a date for this process: 15th July 2012)

Considerations for Remote Work

Please note: The current change in work culture, with the ability to access tasks remotely from the internet, may not require the staff to be physically present in the office. You need to discuss/debate the issue before rolling out this practice online. Hope this will help you.

Regards,
Vinod

Esteemed Colleagues,

Leave Sanction Protocol

It has been observed by the Management that employees have been availing leave without obtaining prior sanction, barring exigencies. In context to the same, we exhort all employees to obtain prior sanction, as this will facilitate convenience for everybody. Moreover, it is the moral responsibility of all of us to adhere to certain rules in the organization.

Soliciting cooperation.

Regards,
(XYZ)

I agree that it is important to maintain a friendly environment. It is best to appeal to the group in a formal tone with polite words and not make it look like a warning. The CRC principle of Commend-Recommend-Commend holds good here. Focusing on the positives of effective communication and reminding people about the downside of the lack of communication can work wonders and promote team spirit. GOOD LUCK!

Regards,
Madhu_ratna

Hi seniors, I am working in an ITES company as an HR executive. We have a 24/7 work schedule. Our employees are arriving late for their shifts. For example, if the shift starts at 7:00 am, they often arrive by 8:00 am or 7:30 am. The penalization has given us negative results. Can you guide me on how to sort this issue?

Thank you all for your overwhelming response. We already have the leave policy. However, according to the current situation, my boss has been absent from the office for the past 15 days and will not be coming in for the next 10 days as he is unwell. Therefore, in his absence, the responsibility for discipline falls on me, and I aim to handle it efficiently.

Drafting a Polite Email

In the meantime, I am considering sending a polite email addressing all the necessary aspects. Please provide me with some formats or ideas for drafting such an email. Additionally, I would like to emphasize the importance of proper maintenance of the Attendance Register.

I hope to receive a positive response as I did previously.

Thanks,

Nisha Sharma

Thank you for your reply. We don't have any policy for that. We had a plan of penalizing, but it will affect our work. Can you suggest some other ideas?

Thanks

There is no other way around it - instead of penalizing, you can approach the situation differently. Various options and policies are available for every type of organization. Here are some examples:

1. You may implement a different color cap policy where each color represents a warning stage. For instance, green could indicate an initial warning, orange for a second warning, and red for immediate dismissal.

2. Consider a policy of salary deduction per hour for employees in different roles.

3. Conduct a short working analysis at the end of each month for all employees.

I hope these suggestions are helpful for your organization. Let me know if you need further assistance or information.

Best regards

Firstly, you should inform all your employees verbally. Secondly, you should talk to the management and inform them about the same. Put up a notice on the notice board detailing the do's and don'ts, along with warnings and penalties.