Employee Left Without Notice: How Should HR Respond and Hold Managers Accountable?

Actions for HR When an Employee Leaves Without Notice

Please suggest what actions should be taken by the HR department when an employee leaves the company without notice. How can we hold their HODs accountable in this matter? Please send me your suggestions.

Thank you so much.

Regards

Your query is too short to answer.

Understanding the Appointment Letter

First of all, this matter is purely judged under the appointment letter issued to the employee. What was the notice period mentioned in that? What is the number of days falling short? What clause does your organization have mentioned if someone does not complete the notice period? If you have mentioned recovery of the salary, please check whether you have specified it as a basic salary or gross salary. If yes, do the full and final settlement and send the recovery notice as applicable.

Addressing the Role of the HOD

Why do you want to take action against the HOD? Has the employee submitted a resignation letter duly accepted by the HOD? Has the HOD recommended early relieving without completing the notice period? Has HR instructed anything related to this to the HOD? If you have proper and complete communication, then you may send a memo to the HOD as per the policy and guidelines of your organization. But before doing so, you must discuss with the top management what they want to do. If the leaving of the employee has resulted in direct and indirect loss to the organization, you must inform the top management. If the employee has not completed the handover process, you may ask him to complete the handover.

Impact on Organizational Culture

Remember, every action you take as an HR professional results in the culture and environment of the organization. So, you need to be careful before making any decisions about its implications.

Regards,
Govind

Is there anyone who can suggest the format of a termination letter for long absences without adequate reason and medical certificates? Please respond as soon as possible.

Every employee, whether temporary, badli, apprentice, trainee, casual, or permanent, has some duties and rights defined in the Standing Orders applicable to that particular establishment, either certified or model.

Please look into the provisions regarding the notice period required to be served based on the nature/category of employment (provisions vary for temporary, badli, apprentice, trainee, casual, and permanent employees). What are the provisions defined in case of not giving the requisite notice prior to leaving? Is there any provision to pay cash in lieu of notice, etc.? If everything is clear in black and white, adhere to the provisions. Otherwise, seek legal opinion from your legal department or an advocate as per the prevailing practice in your organization. Provide ample opportunity to the departing employee to defend themselves from legal prosecution by way of notice, reminders, etc., sent to their permanent address, clearly stating that non-compliance would result in legal consequences.

Best wishes.

AK Jain

If you have your Conduct and Discipline Rules/Standing Orders in place and they have relevant provisions to deal with such matters, proceed as per the guidelines provided. Normally, such cases have to be considered as "Indiscipline," and a formal inquiry has to be initiated. Depending on the outcome, you should proceed.