Facing a Memorandum for Unauthorised Leave: How Should I Respond to HR?

I am working in a PSU. Last week, I was feeling sick, so I took one day of my unavailed CL, which can be used for sickness, and applied in our HR portal for sanction. After three days, my fever got worse, so I went to the doctor, who advised me to take rest for three days. On the same day, I sent an email to HR along with the medical certificate. Now, I have received a memorandum regarding unauthorized absence from duty with charges of failing to discharge my duty with devotion, diligence, and care. They are asking for my explanation. I am very upset. How should I reply?

Dear Kuns87, upon falling ill, you took leave. However, were you in contact with the approving authority regarding your sickness? How did you communicate with the authorities? Did you send an email through the HR portal, and was it approved beforehand?

Although not explicitly mentioned in your post, it seems that you may have received a memo due to the lack of communication with the approving authority. Another possible reason could be a lack of trust. The authorities to whom you report may have perceived your sickness as fictitious!

Regardless, please respond by detailing your illness in chronological order. Remember to attach a medical certificate (not just the doctor's prescription) to your reply.

Thanks,
Dinesh Divekar

Dear Sir,

I applied on the HR portal the same day and also sent an email to the HR department regarding my sickness, along with a medical certificate. Additionally, I sent a hard copy via courier the very next day I joined.

Thank you.

Dear Kun, this does not appear to be an isolated instance in your career wherein you have been issued a memo seeking an explanation for absence, etc. PSUs are not known for pouncing upon employees by concocting some misconduct as has happened in your case. Please seriously introspect on your image in the organization. Are you viewed as the frequently absent type? Another reason could be a bad boss. However, you have to give your reply explaining the whole background and requesting the closing of the disciplinary action.

I have been performing well and have achieved all my targets. Regarding absences, I take leave very occasionally and only after approval. I have used 5 CL days out of my 12 in the past 11 months. Can somebody suggest how to write an explanation in this matter?

Dear Kun, With the limited facts, a draft reply has been prepared. You may suitably edit it.

To the disciplinary authority,

In response to the memo no. [insert memo number] dated [insert date], this is my reply:

1. I was really unwell on [insert date] and hence took one day C.L., which has been sanctioned. I resumed duty and was in the office on [insert dates].

2. However, as my condition deteriorated and I needed urgent medical attention, I sought medical advice and was advised three days of rest. (Is the company-recognized doctor). A copy of the medical certificate is attached. I had informed the HR Dept by email, attaching a copy of the medical certificate. A copy of the email is attached to this reply.

3. After the period of rest, I resumed duty on [insert date], but I was shocked to receive the memo accusing me of failing to discharge my duty with devotion, diligence, and care.

It is submitted that the above sequence of events shows that my absence was for genuine reasons and does not indicate a failure to discharge my duty with devotion, diligence, and care. These are serious accusations against my character, and an isolated instance cannot lead to such a conclusion. I have always been honest, hardworking, committed to completing the assignments given, and honoring the commitments made by me.

In light of the above facts and circumstances, it is submitted that the honorable authority may review this reply with satisfaction and consider closing the proceedings.

Many companies have a rule about C/L. If it is an emergency, you can proceed, but keep bosses/HR informed about the nature of the illness.

In your case, you were sick and presumed that medical documents were needed to prove your case. Make a simple reply and attach copies of your medical treatment and fitness to rejoin duty. I am sure you would have been given a fitness certificate from the doctor when you joined duty.