Handling a Fake COVID Report: What Actions Can HR Take When an Employee Goes Silent?

Dear HR Professionals,

One of the newly joined employees came to the office two weeks ago. He submitted a COVID-positive report. We verified it with the diagnostic center, and they clearly stated that the document is fake.

Actions to Take Against the Employee

What actions can we take against the employee who was supposed to report on June 12, 2023? He is currently not responding to calls or emails.

Request for Sample Email

Can anyone help me with a sample email, please?

Thanks in advance

Hi, As the employee is not responding to calls/emails, I think he has absconded. You may wait until this coming Monday and then serve a warning letter to the employee. Please refer to the following:

Warning Letter for Absconding

Dear [Employee's Name],

As per our attendance records, you have not been reporting to the office effective from [Date].

On [Date], you had submitted a Covid Positive report issued by [Lab Name]. Upon scrutiny of the said report, we discovered that it is a fake report. This action of yours is a very serious misconduct as per the rules and regulations applicable to this organization. Currently, you are not reporting to the office without providing any information. Our attempts to reach you over the phone have been unsuccessful despite repeated efforts from our end. You are hereby directed to report to the office immediately upon receiving this warning letter; failing this, severe disciplinary action will be initiated.

Please acknowledge the receipt of this communication.

Thank you.

Purpose of Submitting the Covid Report

What is the purpose of submitting the Covid report? Is it for leave or any other reason?

Actions for Absconding Employee

Check whether the person has joined any other organization. Send a show-cause notice to the residential address for absconding and not responding to any calls.

If he is still not responding to the emails and calls, what should be the next step taken against him?

Hi, you need to follow the disciplinary process. In case of no response through mobile, you may try to reach through email. If there is no response, a warning letter should be served through Registered Post with Acknowledgement Due. Provide the employee with sufficient opportunity to report back to work. If the employee fails to report on the stipulated date, then proceed with the termination letter through Registered Post with Acknowledgement Due.

Subject: Urgent: Regarding Submission of False COVID-19 Positive Report

Dear [Employee's Name],

I hope this email finds you well. I am writing to address a concerning matter that has come to our attention regarding the COVID-19 positive report you submitted upon joining our organization. We have recently verified the document with the diagnostic center mentioned on the report, and it has been confirmed that the provided report is fraudulent.

As an organization, we take matters of integrity and trust very seriously. The submission of false documents is a violation of our policies and a breach of trust. We understand that situations may arise, but it is crucial to maintain open and honest communication.

We had expected you to join the company on 12th June 2023, as per the agreed-upon terms. However, since then, we have been unable to establish any contact with you. It is essential that we discuss this matter promptly to address the situation appropriately.

We request you to immediately respond to this email or contact [HR Department/Supervisor's Name] at [contact details] to schedule a meeting within the next two business days. We need to discuss the discrepancies in the COVID-19 positive report and the subsequent lack of communication from your end.

Please be aware that the submission of false documents is a serious offense that can result in disciplinary action, including termination of employment. We encourage you to consider the gravity of the situation and the potential consequences.

We are committed to ensuring a fair and just workplace for all our employees, and any breach of trust or misconduct cannot be tolerated. We believe in providing an opportunity to address such issues before taking further actions.

We look forward to your prompt response and cooperation in resolving this matter.

Sincerely
[Your Designation]
[Company Name]
[Contact Information]

Thank you, Lakshmi Narayanan & Jeevarathnam. After sending an email to the employee, he came to the office for the meeting. He apologized for his mistake and wrote a resignation letter.