Memorandum for Leave and absences without prior approval?

In our organization, employees have exceeded the limit in terms of taking leaves and absences. Most of the employees are taking leave without prior approval. When they are absent from work, they are not notifying their immediate supervisor.

Kindly provide me with a format for the memorandum that I need to circulate regarding the above-mentioned concerns.

Thank you.

Ronalee Ledesma

If you want to circulate, you don't need memo format; you need a circular for unauthorized absenteeism. Points that need to be covered are:
What are EL, CL, SL?
How and when should one apply?
How to get confirmation of approval?
Uninformed or unsanctioned leave will be taken as LWP, and action will be taken for the same. The action taken will be mentioned in the form of documents in employees' personal files, which will be considered at the time of appraisal. This will help you to reduce absenteeism. If not, you can go for warnings. A warning itself is a mild punishment.

Dear Ronalee,

Your problem appears to be not having a proper leave policy. It is not just a question of having a policy; it should be circulated among the staff members, and they should understand it as well. Therefore, instead of a memo, you may create a policy and circulate it.

You may prepare the draft of the policy and get it approved by the top management authority. While discussing this policy, explain that you need his support in the execution of the policy.

Your second challenge is the insouciance of the employees, which has stemmed from the lack of deterrence by the authority. If they show the temerity of not even informing about their absence, it indicates that they have no fear of the manager or the job itself. Therefore, your top authority needs to be unyielding in all aspects of management, not just concerning leave.

Thanks,

Dinesh Divekar

Dear Ronalee,

Are all staff members aware of the quantum of leave meant for them? Have the staff members been provided with a leave book or informed about the leave earned and used? If you want to control the matter, there should be a comprehensive policy circulated to all. You need to act in accordance with the suggestions made by the members.

Furthermore, if any employee takes leave without sufficient leave in their account, they are subject to Loss of Pay (LOP).

Thanks,