How to Politely Address an Ex-Employee's Persistent Salary Slip Requests?

Respected Seniors,

I am seeking a letter format to send to an employee who previously worked in our company one and a half years ago but stopped coming to the office without serving any notice or notice period. The employee is now requesting his salary slips and has been continuously contacting us for them. We had already scheduled a meeting for discussion with him, but he did not attend, citing his own timing preferences.

I am looking for a proper draft format to inform him that we had arranged a meeting that he missed and to request that he refrain from persistent follow-ups.

Thank you,

Bhavya Chawda

Did the employee resign or show any intent of resigning? In case the answer is no, what you are looking for is the Missing In Action process to be identified for your company.

No, the employee did not resign; he just stopped coming to the office and stopped answering calls. Actually, he got a job in another company, so he stopped coming to the office without informing us. The management is considering whether to issue him salary slips or not due to his unprofessional behavior.

As per my understanding, such communication (of not doing follow-ups) happens verbally, instead of putting it on paper (or in an email). If he is only asking for salary slips, then why not give it? I understand that he left abruptly, without any notice or clearance; but besides this, he didn't resort to any wrongdoing, right? Give him the salary slips and be done with it. Better still, send him a soft copy and close the issue.

If he is requesting a salary slip, check whether the employee has any dues. Since he did not serve the notice period, recover the notice period amount, which is a part of the employee's basic salary, by sending them the final settlement form. Once you receive a DD/cheque, send him the payslip for the last 3 months, relieving letter, and so on. You can convey this information through email/letter, which is a good sign for any HR or company, instead of saying that they are not meeting you in person.

Regards

To get rid of the reminders and continuous follow-up from the concerned employee, issue his last month's salary slip. Incorporate the following sentence: "The so-and-so person is missing and not present on duty; his absence from this date is unauthorized." This type of salary slip will not be helpful for any future jobs, and no financial institution will provide him with any credit facility.

Regards,
Ramakant

What you need to identify is a Missing in Action process. Typically, organizations have three sets of letters that go out, which also cover the notice period. After that, it is considered as voluntary termination of service.

Drafting a Letter for Long-term Absentees

It is possible to draft a letter to such persons. Since it has been more than 1 1/2 years since they stopped coming to the office, it is not advisable to send a letter or fix a meeting with them. As an HR professional, you must inform them that, due to their prolonged absence, their names will be removed from the rolls, and action will be taken against them. In such cases, HR must be very strict. If they contact you, then talk to them in the above manner, and next time they will not contact you.