How to Handle a Fixed-Term Employee's Unapproved Leaves in a PSU?

I want to issue a warning letter to a staff member who is very irregular in applying for leave. He has taken many leaves without informing or following the company's procedures, and his in-charge is not approving them. This is a PSU, and the staff member is a fixed-term employee.

Dear Disha Dudhe, What is the nature of your query? If the employee has committed misconduct, then go ahead and initiate disciplinary action. What is the problem?

However, for repeated misconduct, just issuing a warning letter is not sufficient. The punishment has to be a little more severe.

Issue a Show-Cause Notice
Rather than a warning letter, issue a show-cause notice. If the explanation is not satisfactory, then proceed with a stricter punishment.

While issuing a show-cause notice, write the complete details of the unauthorized absence. Ask the employee to provide an explanation in writing within 2 working days of the notice being issued.

Thanks,

Regards, Dinesh Divekar

Dear Disha, What are the service rules of PSU governing fixed-term employees? First, it has to be examined if he has the right to leaves and to what extent. Whether they are paid leaves and the procedure. After this information is shared, we can advise.

Regards, ADV DARSHANA SAWANT

Hi, Before issuing a warning, I just want to know whether you spoke to the employee and inquired about the reason for his leave without prior information. If not, please talk to the employee and find out the reason to see if he has valid reasons. First, counsel him and record it as a verbal warning. In case of repetition, you may proceed with disciplinary action. Most of the time, rather than severe action, kind words will produce good results.

Hello, first, you should issue a show-cause notice to better understand the actual facts. If there is no improvement, you can then issue a warning letter. Discuss this matter with the concerned employee as an HR professional.

Subject: Warning Letter for Absence from Duty Without Prior Intimation

It has been observed that you have been taking leaves mostly without any prior intimation, and this seems to be a regular practice. Your uneven attendance affects the responsibilities for which you have been hired.

As per the Company Policy and the instructions given to you, it is necessary to obtain approval from a superior authority when taking leaves.

This behavior constitutes misconduct for which you are making yourself liable for necessary action. You are hereby warned to refrain from such activities; failure to do so shall result in appropriate action. We expect that this behavior will not occur again in the future.

Kindly treat this matter as very urgent. The receipt of this Warning Letter should be acknowledged.

Warning Letters and Show-Cause Letters
Warning letters themselves are a mild form of punishment that notify employees that a mistake should not be repeated. A show-cause letter is a document that demands an explanation from the employee regarding a specific deed that appears to be a mistake.