How Can I Draft an Email to Ensure Employees Keep HR Updated on Key Topics?

Hi, I am working in HR. I need help in drafting a proper official email. The subject is to notify all employees that it is necessary to keep HR in the loop for every necessary topic in the company, including traveling, leave, and training programs.

If anyone is attending training, they should inform HR well in advance with all specific details provided. Leaves are to be planned well in advance, and no immediate or one-day advance leaves will be approved by the HOD/Senior authority, except for unavoidable emergencies.

It is surprising to note that training, leave, and travel are taking place without involving HR.

Types of leave

What are the different types of leave you have? Casual leave, as its name indicates, is to meet emergency situations, so it cannot be predicted. Sick leave also cannot be planned in advance; it cannot be anticipated. Regarding planned leave exceeding two days, you can insist on prior intimation.

Training and travel approval

As for training and travel, these are basically decided by the boss. Hence, it is better to instruct the bosses to inform HR at the time of approval itself, or else such proposals, after approval, should be made compulsory to be routed through HR.

Hi, In general, leaves are to be planned in advance, and employees should inform their sanctioning authority or immediate superior.

Training Requirements

With regard to training, are you referring to in-house training or external training? In the case of in-house training, there is no need to update HR. For external training that involves travel, employees can be advised to submit an "ON DUTY form" duly authorized by the sanctioning authority and should be submitted to the HR Department.

Leave Policy

For leave, you may circulate a general circular. Please refer to the below. You may edit as per your requirement.

Dear Employees,

It has been observed that some employees are in the habit of availing leave without any information to the concerned sanctioning authority. Henceforth, all staff are requested to plan their leave well in advance, and such leave has to be authorized by the sanctioning authority before the commencement of the leave, except in the case of sick leave. Even in the case of sick leave, the sanctioning authority has to be informed about the sickness without fail on the same day.

Co-operation of all employees is solicited.

Regards