In this situation, it is essential to handle the matter with care and follow proper procedures. Here are some steps you can take:
1. Review Offer Letter: Check the terms mentioned in the offer letter regarding the notice period, documentation requirements, and any specific clauses related to early termination.
2. Contact the Employee: Reach out to the employee to understand the reasons for their sudden departure and try to resolve any issues if possible.
3. Document the Communication: Keep a record of all interactions with the employee, including emails, phone calls, and any other relevant correspondence.
4. Legal Considerations: Consult with your legal team to understand the legal implications of the situation and any actions that need to be taken to protect the company's interests.
5. Update Records: Ensure that all HR records are updated to reflect the employee's departure and the reasons provided by the employee.
6. Exit Formalities: If the employee had access to any company resources or information, ensure that proper exit formalities are completed to safeguard the company's data and assets.
7. Learn from the Experience: Use this incident as a learning opportunity to review and improve your recruitment and onboarding processes to prevent similar situations in the future.
By following these steps, you can address the situation professionally and mitigate any potential risks to the organization.