Employee Absconding: When Should You Send Those Important Letters?

Hi, can anyone give me insight on employee absconding? Specifically, what is the appropriate period and timing for sending letters regarding this issue?

An employee did not turn up for more than 10 days. You can call him to report for duty immediately and also send a legal notice to him. After receiving his response, you can take legal action against him.

Hi, if an employee does not report to work without prior information for more than 3 days, the first step is to try to contact them via mobile phone, emergency contact number, email, etc. If attempts to reach the employee are unsuccessful, then a warning letter should be sent via Registered Post Acknowledgement Due (RPAD) instructing the employee to return to work.

Hi Bhawana,

When dealing with an employee absconder situation, the timing of sending letters is crucial. Typically, it is recommended to initiate communication promptly after the employee has been absent without authorization for a certain period of time, usually after 2-3 consecutive days. This communicates the seriousness of the situation and allows the company to begin the necessary procedures. Additionally, it's important to ensure that the communication is in compliance with company policies and legal regulations.

Thanks

Hi, try to contact the employee if he/she is absent for three consecutive days. If you don't receive any response, send an email to request their return to work or to address the issue of their absence. This way, you will have documentation for future reference.

If an employee is continuously absent, the following procedure can be followed:

a) Try to reach them on their mobile or call their spouse/friends, etc.

b) Check with colleagues working in the office who live nearby.

c) If possible, visit their house if they are a good person and find out the reason. Sometimes, it could be a genuine reason as well. You can also send a union member if they are a workman or an HR representative if they are staff to their residence.

d) Send a WhatsApp message to the employee to report for duty.

e) Send an advice letter by RPAD after a week's time to report for duty.

f) Send a second letter by RPAD after 10 days to report for duty.

g) Send a show-cause notice by RPAD for their unauthorized absence.

h) Conduct an inquiry as per procedure and take further action.

i) If none of the above letters/show-cause notices are served, release a public notice and proceed with the domestic inquiry.

There could be various reasons why an employee may abscond, such as indebtedness, suicide, accident, alcoholism, extramarital affair, love, secondary business, health issues, etc. It is important to find out the real reason and take action accordingly. If it is a genuine reason, help the employee to the best extent possible.

Regards,

If the employee concerned is absent for 1-2 days, you may overlook the same. However, you need to ask him/her and demand an explanation for his/her absence from duty. If the period is longer, you need to initiate disciplinary action against him/her, such as issuing advice memos, warning letters, SCNs, charge sheet/charge sheet-cum-suspension order, as the case may be. Alternatively, you can send your representative to his family or contact his/her relatives (who are declared by the employee as emergency contact persons).

Remember, always prioritize the principle of natural justice over legal action/disciplinary action.