How Do You Handle Employees Ignoring Leave Application Deadlines? Need Email Format for Warnings

Hi All,

I recently joined a new company where all employees are required to fill out a leave application letter before the end of each month. However, some of them do not adhere to these rules. Therefore, I need an email format that we can use to formally warn them that failure to submit the leave letter will result in a deduction in salary or HR will take necessary action.

I would appreciate it if you could provide me with an email format for this.

Thanks,
Richa Garg

Dear Richa, it appears that your leave policy needs to be revised. The provision of filling the leave application letter before the end of each month is not understood.

In almost all companies, employees fill out the leave application, have it approved by the appropriate authority, and then submit it to the HR department. In emergent situations, if an employee proceeds on leave without following this procedure, he or his manager is expected to inform HR about his absence. Upon resuming duties, the employee is expected to submit the leave application for regularization purposes. This procedure must be followed even if the employee proceeds on Leave Without Pay (LWP), as this is also a type of leave.

Therefore, if the above procedure is not followed, you may need to revise the policy and circulate it to all employees. For the strict implementation of the policy, you will require support from the HOD/Managers. For further queries, feel free to contact me.

Thanks,

Dinesh Divekar

Hi Richa, I definitely agree with Dinesh.

1. First, inform your superior about the issue. Make an analysis report of how many employees are not following the policy and mention the reasons.

2. Secondly, review your existing leave policy. Is it practical, or does it need revision?

3. Third, if it does not need revision, and according to your analysis, you can recommend to your superior to have a close meeting with all department heads regarding the policy. Show the analysis you have made and distribute copies of the leave policy to the heads with their signatures in the meeting minutes. Ensure they understand the policy and will inform/discuss it with their subordinates. Highlight the possibility of misconduct under the company's code of conduct or if the government labor law needs to be followed.

4. If the existing policy needs revision, your HR superior should lead the process. Follow step #3 with the revised policy.

Hope this helps! Good luck!

Shallohal
Bangladesh