How to Address Frequent Unexplained Absences: Seeking Employee's Input and Offering Support

Dear Mr. ___________________,

I hope this email finds you well. I am reaching out to inquire about your recent absence from the office. We have noticed that, to date, you have been absent for 6 days in the current month, i.e., July 2024, out of which 5 were without information, making a total of 58 absences, out of which 53 were without information in the current year, i.e., 2024.

We understand that unforeseen circumstances or personal matters may arise, causing an employee to be absent from work. However, it is also important for us to maintain regularity and punctuality at our work.

Could you please provide an update on the reason for your absence? If there are any challenges or issues you are facing that are affecting your ability to come to the office, please let us know so that we can offer support and assistance where possible.

Your well-being and the smooth operation of our team are important to us, and we want to ensure that you are supported during this time. Please feel free to respond to this email or reach out to me directly if you prefer to discuss this matter further.

Thank you for your attention to this request, and I look forward to hearing from you soon.

Dear Mohit,

It is good to note that you have prepared the draft of the letter. However, unauthorized absence from duties is a matter of indiscipline. When initiating correspondence on these matters, the tone of the letter needs to be assertive. In contrast, the tone of your draft is overly friendly, and the recipient may not take the notice seriously.

There is a difference between coddling, nudging, rapping on the knuckles, and delivering the punch. When corresponding on matters of indiscipline, the signatory needs to rap on the knuckles, not mollycoddle. Always keep this in mind.

Thanks,

Dinesh Divekar

Dear Mohit,

Writing business letters is an art. When drafting letters related to matters of indiscipline, we need to be dispassionate. The tone of the letter must convey that the company's administration enjoys an upper hand and is not at the mercy of the delinquent employee. Employees must prioritize the interests of the organization over personal issues. I have redrafted the notice below:

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Date: -

To, Mr/Ms __________ (name of the employee) Employee No ________


1. It has been observed that you have been absent from your duties since ________ (date). A scrutiny of your attendance records shows that you were absent six days this month, five of which were without information. The corresponding figures for the current year are 58 days and 53 days, respectively.

2. Your sudden absence disrupts your department's work and, in the long term, has the potential to dissatisfy customers. The workload of the absent employee is shared by other employees, leading to their dissatisfaction. While the administration of ________ (complete name of your company) views employees' concerns with empathy and sensitivity, it is responsible for maintaining discipline.

3. Your absence from duties has been viewed seriously. Your unauthorised absence demonstrates a lack of seriousness toward your job. Failure to communicate about the absence exacerbates the issue.

4. In view of the above, you are directed to report for duty immediately and provide an explanation for your absence and lack of communication. Failure to report for duty, unsatisfactory reasons for absence, or lack of satisfactory communication reasons may result in appropriate action by the company administration.

__________ (name of the signatory) __________ (designation)

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Notes on Drafting:

1. This is an official notice to the delinquent employee. Following the subject heading, there is no need to address the employee (e.g., Dear _____).

2. Since this is official correspondence, the letter cannot begin with the sentence: "I hope you are doing well."

3. Before the signature, there is no need to write "thank you," "yours faithfully," etc.

4. The tone of the notice should remain strict so that even an insensitive employee is somewhat shocked upon reading it.

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Thanks,

Dinesh Divekar

Reminder on Professional Conduct and Attendance

Dear [Employee's Name],

I hope this message finds you well. I am writing to address a matter of concern regarding unauthorized absenteeism. As a valued member of our team, your consistent presence and active participation are crucial to our collective success. It has come to our attention that there have been instances of unreported absences, which impact not only your productivity but also that of the team.

We understand that unforeseen circumstances can arise, and we are always here to support you in any way we can. However, it is important to maintain open communication and adhere to our company's attendance policies. Kindly ensure that any leave is properly communicated and approved in advance, except in cases of emergency where immediate notification is required.

We value your contributions and expect everyone to demonstrate professionalism, reliability, and commitment to their role. Maintaining a professional and polite conduct not only enhances our work environment but also reflects positively on our organization.

Should you have any concerns or require assistance, please feel free to reach out to your supervisor or HR.

Thank you for your attention to this matter and your continued cooperation.

Best regards
[Your Position]
[Company Name]
[Contact Information]