How Should Employers Handle Unauthorized Absences? A Look at Warning Letters

Warning letter to an employee for leaving the workplace for more than one hour without informing the HOD.

Dear [Employee's Name],

It has come to our attention that on [Date], you left the workplace for more than one hour without informing your Head of Department (HOD). This behavior is unacceptable and goes against company policy regarding attendance and communication.

Leaving the workplace without proper authorization not only disrupts workflow but also reflects poorly on your professionalism and commitment to your responsibilities. As an employee of [Company Name], it is expected that you adhere to the guidelines and protocols set forth to maintain a productive work environment.

We understand that emergencies or unexpected situations may arise; however, it is imperative that you communicate such circumstances with your HOD or immediate supervisor promptly.

Please be reminded that repeated incidents of unauthorized absence will result in further disciplinary action. We expect your full cooperation and adherence to company policies to avoid such occurrences in the future.

Should you have any concerns or need clarification on this matter, please do not hesitate to discuss it with your HOD or the HR department.

Sincerely [Your Position] [Company Name]

Dear Manjula,

First of all, before giving the warning letter, you need to issue a show cause for the act done by the employee. If the employee fails to respond or admits the mistake, then you may issue a warning letter to the employee.

Dear Manjula,

Please don't come directly on the warning letter. Maybe that employee has some urgent work, or he will try to connect with the HOD at a later time, but perhaps the HOD did not respond.

So, as a good HR professional, first discuss the matter with that employee. If he continues to repeat the same behavior, then you can take strong action against him.

Thank you.

You can discuss with the concerned employee and advise him to strictly adhere to the rules of the company and also inform him that repetition of this type of misconduct will be punishable.

Dear Manjula,

The procedure is to call the employee first for an explanation as to why disciplinary action should not be taken against him for his misconduct. The warning letter is to be issued after receiving the explanation from the employee if the explanation is not found satisfactory.

Importance of a Written Complaint

Good to see the inputs from our HR professionals. I opine that you need to obtain a written complaint from the HOD before initiating any process. The entire disciplinary process depends on and starts from a written complaint from the immediate superior, and this is going to be very important. As mentioned by some of our professionals, first understand the circumstances wherein the employee was away from his workplace. If it is the first time, then it's better to make him understand the implications thereof and settle with an oral warning.

Understanding the Scenario

As an HR person, you need to understand the scenario thoroughly and assess the consequences. IR is a typical and challenging game; hence, you need to proceed with a structured game plan as every action will have a reaction and become a precedent. Therefore, you should be very cautious.

Thanks,
Kameswararao S