Dear Roopa,
Use the following draft:
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Date: -
Circulation No ___/2018: Unauthorised Absence of the Staff Members
1. In the Policy on Employee Leave, procedure on how to avail of leave has been mentioned explicitly. Nevertheless, recently there was a case wherein one of our team members absented from duties without
any information. Notwithstanding modern means of communication like email, SMS etc that are available to us, the member remained incommunicado.
2. Incommunicativeness of the member has been viewed seriously. As such, sudden absence of a member upsets the regular workflow. Added to this was non-communication which in turn leads to speculation whether the employee will report for duties lately or will not report at all.
3. All the staff members of _________ (name of your company) are hereby cautioned to adhere to the policy guidelines while availing of leave. Staff member(s) could forfeit not just the wages for that absentee period but is (are) liable for further disciplinary action also.
Authorised Signatory
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Final Comments: - While issuing office circulars, there has to be punch in the writing. If you wish members to view the circulars with due sensitivity or seriousness, the language used should have legal undertone and it must demonstrate authoritativeness. Otherwise, staff members might brush aside one-line mails and things could be back to square one.
Thanks,
Dinesh Divekar