Handling Long-term Absences: How Should We Proceed with Employee Termination?

Dear CiteHR Friends, I am working as a Personnel Officer for a Steel Industries. Three of our employees have been absent for the last 2 months. Until now, I have not sent any warning notice to any of them. I have come to know that out of the three, one has joined another organization, another one is not sincere, and the third one has remained absent after taking the first month's salary.

However, my organization does not want to retain such people. We want to terminate their employment. Kindly suggest and advise on how to proceed. Please provide the procedure and format for the termination.

Please post replies.

Regards, Arbindo Patro

Dear [Recipient's Name],

Kindly issue a termination letter along with their full and final settlement.

Best wishes,

EAFIL

Dear Arbindo Patro,

First, let's clarify whether you issued appointment letters with the condition of a 3/6-month probation period. Once the probation period is over, it is permissible to provide a notice period. If someone leaves before the completion of the probation period, there is a provision in the appointment letter that allows the employee to resign at any time without notice.

If the employee continues to work after confirmation, you may consider sending a letter of show cause or initiating an inquiry. If you do not receive any response within the specified time frame, you may proceed to deduct from the full and final settlements.

Arooj
HR Professional

Hi Arbindo,

First, you should have sent the warning letter to all of them to join within 48 hours of receiving the letter, and it must be sent via speed post.

Find below the formats as requested:

FORMAT OF TERMINATION LETTER

____/HRD/___ Date_____________

Mr./Ms. ____________

___________________

___________________

___________________

Dear Mr./Ms. _____________,

This is in reference to our letter dated _________ in which we requested you to report back to duty within 48 hours of receiving this letter. The letter was delivered to you on _____________. However, neither have you reported back to duty nor have we received any communication from you regarding your absence.

With this background, we regret to inform you that we are compelled to remove your name from the company's roster with immediate effect.

We kindly ask you to contact the accounts department 7 days after receiving this letter for the settlement of any dues, if applicable.

For Company Name

Name:

Designation:

Regards,

Amit Seth.

I agree with Amith's comments. First, send a warning letter. In our company, a warning letter and a call from the manager (attempts) are common practice.

Most companies have job abandonment policies. Usually, after a certain number of days without hearing from the employee, it is legal to consider the position abandoned by the employee.

Hi Arbindo,

You can't terminate an employee ASAP. You need to issue a show cause notice seeking an explanation from the employee after 8 days of absence. Send out a reminder letter with reference to the previous letter. Thereafter, you can terminate the employee for not being interested in employment.

The attached format will help you for show cause notices and termination letters.

Regards,
Suresh Ramalingam

Dear Arbindo,

As per my knowledge, those who have joined another organization may be considered as having dual employment. Please ask the individual to submit their resignation either here or there. If they do not comply, send a warning letter via registered post or email. Following this, proceed with terminating their service.

Ensure to obtain a written document from the Head of Department (HOD) before issuing a warning letter. Coordinate with the HOD and then issue the termination letter. This should be signed by the Managing Director (MD), HOD, and HR.

All these actions should be documented in the employees' personal files.

Regards,
Sanjay

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Dear CiteHR Friends,

I am working as a Personnel Officer for a Steel Industry. Three of our employees have been absent for the last two months. Up to now, I have not issued any warning notices to any of them. I have learned that out of the three, one has joined another organization, one is not sincere, and the third has remained absent after receiving their first month's salary.

As our organization does not tolerate such behavior, we intend to terminate their employment. Kindly provide guidance on the procedures and the format for the termination.

Please post your replies.

Regards,
Arbindo Patro
Email: patroap@yahoo.co.in