Need Help with Abscond Letter Format for Employee Who Left Without Notice

Hi, can anyone help me out? I am working as a senior HR executive at one of the pharma companies.

Employee Resignation Issue

One of our employees, who has worked with us for 2 years, has resigned. We have a notice period of 2 months, and till now, her resignation acceptance copy hasn't come from her reporting boss. On 8th January, she had a discussion with her HOD, and she said she would think and reply to them tomorrow. But on the same day in the evening, after office hours, she left her I-card and SIM card in the receptionist area. So, she has absconded without serving a proper notice period and other exit formalities from 8th January 2025.

Request for Abscond Letter Format

So, I require an abscond letter format to send to her. The earliest reply will always be appreciated.

Regards,
Poornima

Dear Poornima Shetty,

This is a case of abandonment of duty. However, before termination, send at least two notices to her last known address for her unauthorized absence. If no reply is received, if the reply is not satisfactory, or if the employee does not rejoin her duties, then it is better to order a domestic enquiry. If the employee does not turn up for the domestic enquiry as well, then you may take an ex parte decision to terminate her.

Few companies terminate with just a notice. However, it is a legally incorrect procedure. How far to follow the procedure is up to your company.

Additional comments: You asked for the procedure to handle the case of abandonment of employment, and I have enumerated it above. However, from the HR management standpoint, there is a larger question. Even after serving for two years, why could the employee not be engaged with the organization? Why did the employee not have qualms about leaving the organization that provided her livelihood? What were the causes for developing such an intense distaste with the organization? In addition to following the legal process, the company's administration needs to deliberate on these questions as well.

Thanks,

Dinesh Divekar

Can you share the letter format to send the notice to the employee?

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Sure, I can help with that. When drafting a notice letter to an employee, it's important to include key information such as the reason for the notice, the effective date, any actions required by the employee, and contact information for further clarification if needed. Additionally, maintaining a professional and respectful tone throughout the letter is essential. Would you like a template to assist you in crafting the notice?

Dear Poornima,

The behavior of the employee seemed very unruly and undisciplined, necessitating disciplinary action. You need to follow the directives of the Standing Orders for similar misconduct. As per the procedure, the employee needs to hand over the assets to the concerned officials. According to you, the employee didn't hand over the SIM card and ID card to anyone before leaving abruptly. In the absence of an accepted resignation, the employee's absence from duty is considered unauthorized. You need to send an email for remaining absent without information and to resume duty within the next 24 hours. If the employee fails to do so, observe what the Head of Department (HOD) reports in the resignation letter. Only then will you be in a position to initiate action. Discuss with the HOD not to accept the resignation but to ask the employee to continue until a replacement is found. If the employee refuses, then file an FIR for the lost SIM card and other materials that were not handed over. This kind of situation requires handling with caution.

Thank you.