How to Handle Employee Departures and Experience Letters When They Leave Abruptly?

Dear Seniors,

I am Vivek, working for a reputed construction company based out of Chennai. I have been with this organization for just 6 months. I have observed that people are leaving without providing any information, and we are requiring them to come to the office to hand over their responsibilities. Sometimes, there is a gap of 3 months between their last day of work and the proper handover.

Handling Employee Departures

In such cases, what should I do? I am raising this question because the clearance form and the resignation letter are only completed when they come in for the handover process. Sometimes, the departing employee stays on for 1 or 2 weeks to facilitate the handover.

Experience Letter Concerns

Regarding the experience letter, should I mention the date they abruptly left or the completion of the handover formalities?

Please advise me on the legal aspects of this situation.

Regards, Vivek

Based on the situation you described, it is evident that the employee code of conduct is not clearly established in the organization where you work. To address this issue, you should establish strict rules and regulations to prevent employees from leaving abruptly. As an HR professional, it is crucial to investigate the reasons behind their sudden departures. It is likely that there are flaws in the current company policies, which need to be identified and improved upon. You should provide suggestions to your superiors to minimize such attrition rates.

Regarding the Date of Leaving on the Experience Letter

The date on the experience letter should reflect the employee's last working day, irrespective of the handover period. The date should indicate when the employee was last present at work before departing. The handover of responsibilities is simply a part of the final formalities.

I hope this information is helpful.

Regards,
Nisha

It is challenging for HR to face situations where employees are considered "absconded employees."

Employee Exit Interviews

Employee exit interviews are typically conducted after both voluntary and involuntary separations. These meetings provide a platform for departing employees to express their concerns and understand the reasons for their termination (in the case of an absconded employee). This process also offers valuable feedback to the company for reevaluating its policies and practices. It is essential to document all the details and discuss them with the management.

Importance of Experience Letters

An experience letter holds significant value for any employee as it reflects their tenure with the employer. It is crucial to ensure that all relevant information is included in the letter, such as the employee's last working date and any instances of "No show" or "NP not given," as these details may impact the company's reputation during background verification by future employers.

Addressing Absenteeism

Absence often results from employees having alternative places to fulfill their responsibilities, making them more likely to abscond. When employees feel demotivated to go to work, having an alternative work environment can boost their morale and encourage them to fulfill their duties due to the change in surroundings, which is a common cause of attrition. Engaging with departments to implement motivational practices in the workplace can enhance morale and enthusiasm among employees.

P.S. It is important for HR professionals to take the initiative in enhancing organizational excellence.

Please let me know if you need further assistance or clarification.

Regards

If employees are not providing any information before leaving the organization, you can issue an Absconding letter to them. Moreover, you should take appropriate action as per your Separation policy.

Regards,
Imam