How to Draft a Notice Letter for Termination Due to Excessive Leave?

In spite of repeated warnings to an employee for taking leaves continuously, she has continued to do so. Now, the management has decided to terminate her, giving her one month's notice. Please help me draft a letter that does not appear as a termination letter but serves as a notice letter. It should also ensure she understands that she has been terminated.

Hi, it seems you are very concerned about not issuing an explicit termination letter to the employee. Instead, the letter should indirectly reference the separation. In this scenario, consider inviting the employee for a discussion to address the leave issues. Explain to the employee that management is contemplating termination with one month's notice but, as an HR representative, you aim to avoid damaging their career by issuing a termination. Encourage the employee to consider submitting a resignation. Emphasize that they will receive a proper relieving letter that will be beneficial for their future employments. If this approach aligns with your management's strategy, you may proceed accordingly.

Thank you.

For this, you have to act diplomatically. Call her and ask her to submit the paper. Explain that submitting the paper will be beneficial for her in future job verification. Also, inform her that failure to submit the paper may result in the company terminating her, which could lead to issues in future job verification. Politely request her support in management and explain the termination procedure. I hope this approach will work.

Employee Category Considerations

You have not mentioned the category of the employee, i.e., whether she is in the worker category or staff category. The worker category entails following the procedure of issuing a show cause notice, conducting a domestic enquiry, issuing a second show cause notice, and, after considering her past history, dismissing her.

Executive Category Approach

If she is in the executive category, it is advisable to call her, explain in person, and persuade her to submit her resignation letter. Based on that, you can relieve her. You can also offer to pay one month's salary and release her immediately, providing her with a certificate. If she refuses to submit her resignation, then you can terminate her or inform her that she will be terminated if she does not resign.