How Should HR Handle an Employee Absconding During Notice Period and Requesting Documents?

Hi All, I need suggestions on a serious situation.

Employee Absconding Without Notice

An employee suddenly stopped showing up at the company without any prior formal intimation. She is currently on notice period (NP). While HR is sending formal emails to inquire about her whereabouts, she is not responding to any emails or calls but is requesting documents (experience letter and relieving letter) on WhatsApp. After investigating with other employees working with her, HR discovered that she has absconded from her duties and decided not to return to the office without completing her NP. Despite HR's serious email, she did not reply but answered the call and came to the office for a discussion out of fear. The company learned that she had already made up her mind to abscond. Following the discussion, HR asked her to complete her NP and depart smoothly. However, she is reluctant to complete the NP and is asking for documents, which the company cannot provide. If the company does so, then every second employee may get influenced.

Please suggest what to do.

Hi, The employee has already resigned and was on the notice period. She absconded without information and later reported back after repeated calls.

Explain to her that as part of her appointment terms, she is supposed to serve proper notice; otherwise, her services will be terminated after a disciplinary process. Further, make it clear to her that in such a scenario, only a termination letter will be issued to her. Educate her that in case she applies with a future employer, during background verification (BGV), she will receive negative feedback.

If she remains adamant, ask her to leave and follow the disciplinary process.

If I were you, I would have exhibited fairness and consistency by checking whether the notice period aligns with the Terms of Appointment letter.

If it is, I would have convinced her to adhere to the terms by explaining the situation and the necessity of the notice period, not only for the company but also for the employee.

If she is still reluctant, with a view to not harm her future employment, I would have checked whether there is a provision to pay compensation in lieu of the notice period [for her to pay to the company].

If none of these steps worked out, in order to have a consistent approach towards these kinds of issues in the company and to send a message to other employees, I would have gone for punitive actions as per applicable rules [please check your service rules]. Examples include voluntary abandonment from services or termination after an inquiry.

Fairness in this context means treating the employee in a just and equitable manner by following the Terms of Appointment letter and providing explanations for the necessity of the notice period.

The steps mentioned above show a fair and consistent approach to handling this issue, ensuring that both the company and the employee's interests are taken into consideration. The punitive actions mentioned are necessary to maintain consistency in how similar issues are addressed in the future and to convey a message to other employees about the importance of following company policies.

The management cannot issue a relieving letter as you have not served the notice period as envisaged under the terms of your appointment. Failing to comply may result in your case being considered for termination.

Further, in the absence of your reply, the management may consider notifying you as absconding in the local NP within the next seven days.