Availing Leaves At A Short Notice

Dear Seniors,
I am working as a HR & Admin in small IT Co. I have to send circular regarding increasing absenteeism at short notice.
some employees take leave without intimation and sanction. This affects the smooth working of the company and targeted jobs remain incomplete.
Here, our one of the HODs sanctions leaves even if applied at a short notice. Which results in 'taken for granted' by employees. However, it affects the Morale of another deptt. members. as a result now they have started showing casual approach and rude behaviour. I would like you suggestions to create a system, by which employee will adhere the policy and inform sufficient prior.
I have to circulate msg. That
(i) Earned Leaves have to approved by HOD in 8-15 days advance.
(ii) During scheduled leaves, it is mandatory to complete tasks in hand and/or handover/ update about the same to colleagues
(iii) If applied for 2 or more leaves on a short notice, the same will not be sanctioned, except the approval of CEO
(iv) If the above said is not followed, the leaves will be marked as without pay. For which no excuses will be entertained.

Pls put you valuable comments.

Regards
Mrudula D.

You cannot put an email like that suddenly to bring the discipline, when you have not cared earlier. This should have been done when an employee took unauthorized leaves and irregular to work.
We cannot police them, which may result in showing the rude behavior, sometimes may result into attrition.
Don't circulate emails like this. Arrange a meeting with department heads with your CEO and put the minutes of meeting. Get signature from everyone and paste in notice board or send a circular. Put that the schedule of next meeting in the same minutes of meeting.
So, you could push the responsibility to team leaders and department heads.

Thanks for precise reply...
We are compelled to take such steps.
However, I feel your solution quite workable.. that "So, you could push the responsibility to team leaders and department heads."
Other seniors pls post your valuable suggestions.
Regards..
Mrudula D..

Yes this is correct way of approach and smart way of working in HR department

""So, you could push the responsibility to team leaders and department heads." ""
Team leaders and HOD are responsible for targets,production etc.
So let them take a call on employees working under them
A common policy for leave,admin procedure for leave can be suggested by you to your higher ups and they can have a conference with HODs and decide.
HR cannot on its won take action directly.
Reply by learned poster Stephen_7 is nice and appropriate to the situation.