Employee Took Sick Leave Without Notifying HR: How Should I Address This?

Hi all,

I need your suggestions. An employee of ours took leave for one day citing reasons of his fever problem, but he did not inform HR. How can I write a warning letter to him? Please suggest.

Hey Leela,

For a one-day uninformed leave, try not to issue a written warning letter; instead, call and instruct the employee. Issuing a written warning letter for a one-day absence (frivolous thing) may be disastrous. However, it depends on the type of management.

All the best.

Dear Leela,

If the employee has informed his HOD or reporting manager that he will not be coming to the office due to ill health, then call the employee, speak to him, make him aware of the procedure, and just give him an oral understanding. But if this is a persisting case, then you may as well, with reference, issue him a warning letter.

Regards,
Ashutosh Thakre

Yeah, I agree with you, Ashutosh. But again, if they repeat the same thing, then what can we do? Most of the time, employees inform their friends but don't feel like informing HR. It becomes HR's duty to call them and ask the reason for not coming to the office.

Is this also part of HR's duty? Please tell me.

Every organization has a leave policy consistent with local laws and other enactments. HR cannot at best ensure that leave is as per rule and record leave being taken properly and timely. It cannot maximize production or attendance when people take leave as per laid down entitlements.

Dear Shivangi,

If the problem is persistent, give the first a oral warning, then a written warning, a small punishment, and still if he does not follow the policies, issue him a show cause notice and follow that procedure.

Regards,
Ashutosh Thakre

Guidelines for Addressing Employee Absenteeism

Never consider issuing a warning for a day's absence unless the employee is habitually absent. Have you set the rules for taking leaves? If not, frame them and inform all employees. Initially, try to find out the reason for absenteeism by opening a dialogue with the employee.

In the case of habitual absenteeism, you may opt for issuing warnings followed by a show-cause notice or chargesheet, etc. Please note that HR is not responsible for production activities but is responsible for maintaining harmonious relationships and discipline in the organization.