Good evening, sir, could somebody tell me if an employee went on unauthorized leave or without information, then how many days after HR will take action against him? Please let me know what the procedure is for issuing the warning letter.
Regards,
Rana
From India, Lucknow
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11Regards,
Rana
From India, Lucknow
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Handling Unauthorized Leave: Procedure and Steps
I hope that your organization has service conditions or Standing Orders (certified) for the employees. If yes, you should issue a letter to the absent employee after the period prescribed therein, stating that he has been continuously absent from duty effective from (the particular date) without any information or permission from the competent authority. Direct him to report for duty within a reasonable time, say one week from the issue of the letter, to his department. The letter should also contain a paragraph stating that if the employee fails to report for duty within the stipulated time and explain to the satisfaction of the management the reason for his absence, the management may take such action against him as it deems fit. You should send this letter to the permanent as well as the present address via registered post, display a copy of this letter on the notice board, and endorse a copy to the HOD of the employee with the request to inform you as soon as the employee reports for duty.
If the employee reports for duty, you can regulate the period of his absence by granting him leave of the appropriate kind and advising him not to repeat it in the future.
After the expiry of the period prescribed for the employee to report for duty, please check with the concerned HOD to see if the employee has reported for duty or not. In case the employee has still not reported, you may send a letter to the employee providing full details of his absence, your letter, and your verification from the concerned HOD. State that, in view of the foregoing, it seems that the employee is no longer interested in the service with your company and is deemed to have left the services of the company on his own accord from the date (of his having proceeded on so-called leave). Also, tender or offer the payment due to the employee from the company within two working days. Please send this letter also via registered post to the present and permanent address, displaying it on the notice board of the company. Endorse a copy of this letter to the HOD concerned.
If your organization does not have any service rules or standing orders, please issue the first letter after 10 days of continuous absence of the employee.
I am sure this will help you.
Regards,
S.K. Johri
From India, Delhi
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I hope that your organization has service conditions or Standing Orders (certified) for the employees. If yes, you should issue a letter to the absent employee after the period prescribed therein, stating that he has been continuously absent from duty effective from (the particular date) without any information or permission from the competent authority. Direct him to report for duty within a reasonable time, say one week from the issue of the letter, to his department. The letter should also contain a paragraph stating that if the employee fails to report for duty within the stipulated time and explain to the satisfaction of the management the reason for his absence, the management may take such action against him as it deems fit. You should send this letter to the permanent as well as the present address via registered post, display a copy of this letter on the notice board, and endorse a copy to the HOD of the employee with the request to inform you as soon as the employee reports for duty.
If the employee reports for duty, you can regulate the period of his absence by granting him leave of the appropriate kind and advising him not to repeat it in the future.
After the expiry of the period prescribed for the employee to report for duty, please check with the concerned HOD to see if the employee has reported for duty or not. In case the employee has still not reported, you may send a letter to the employee providing full details of his absence, your letter, and your verification from the concerned HOD. State that, in view of the foregoing, it seems that the employee is no longer interested in the service with your company and is deemed to have left the services of the company on his own accord from the date (of his having proceeded on so-called leave). Also, tender or offer the payment due to the employee from the company within two working days. Please send this letter also via registered post to the present and permanent address, displaying it on the notice board of the company. Endorse a copy of this letter to the HOD concerned.
If your organization does not have any service rules or standing orders, please issue the first letter after 10 days of continuous absence of the employee.
I am sure this will help you.
Regards,
S.K. Johri
From India, Delhi
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If the employee has not turned up within 1 week without authorized leave/intimation, you have to send 3 warning letters in a gap of 3 days via registered post to the address mentioned in the Employee Application form/statutory records. Finally, you can send a termination letter on the tenth day via registered post. After that, you can send a legal notice from the organization if the employee has outstanding dues to settle. You can use the template below and customize it as needed.
WARNING LETTER
<Date>
To,
<Name>,
<Address>
Dear Mr. <Surname>,
Kindly note that you have been absent from duty since <Last working Date> and we have not received any intimation for your absence. You are requested to attend the office immediately upon receipt of this letter. If you do not intend to continue with the company, please complete the leaving formalities, including handing over of charges. Please be advised that if no action is taken within 48 hours of receiving this letter, we will be compelled to take further necessary action.
Kind Regards,
<Name>
Concerned Authority
CC:
I corrected the grammar, spelling, and punctuation errors in the text provided. I also ensured proper paragraph formatting and line breaks for better readability. Let me know if you need further assistance.
From India, Mumbai
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WARNING LETTER
<Date>
To,
<Name>,
<Address>
Dear Mr. <Surname>,
Kindly note that you have been absent from duty since <Last working Date> and we have not received any intimation for your absence. You are requested to attend the office immediately upon receipt of this letter. If you do not intend to continue with the company, please complete the leaving formalities, including handing over of charges. Please be advised that if no action is taken within 48 hours of receiving this letter, we will be compelled to take further necessary action.
Kind Regards,
<Name>
Concerned Authority
CC:
I corrected the grammar, spelling, and punctuation errors in the text provided. I also ensured proper paragraph formatting and line breaks for better readability. Let me know if you need further assistance.
From India, Mumbai
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The very first thing is that your subject line is different from your query. In addition to Mr. Johri, first, I want to know what you mean by "If an employee wants unauthorized leave."
And, in the case of leave, the first action needs to be taken by the employee's HOD/Supervisor/Boss, and later HR takes care of this. If any employee is on leave without information or permission from the Boss/Supervisor/HOD and has been informed by them, HR can issue a warning letter to the employee. However, before this, HR needs to make an inquiry with the employee's seniors/subordinates/colleagues about this employee in a correct manner.
From India, Gurgaon
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And, in the case of leave, the first action needs to be taken by the employee's HOD/Supervisor/Boss, and later HR takes care of this. If any employee is on leave without information or permission from the Boss/Supervisor/HOD and has been informed by them, HR can issue a warning letter to the employee. However, before this, HR needs to make an inquiry with the employee's seniors/subordinates/colleagues about this employee in a correct manner.
From India, Gurgaon
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Nowadays, some employees who want to switch to another company leave without informing, as you mentioned. Normally, one has to give a 3-month notice before resigning. To avoid this complexity, some employees choose to leave without providing any reason.
If your company is private, then do not allow the employee to resume duty if they come later with excuses. Even if they are in a difficult situation, they could still make a phone call to your company as mobile phones are available to almost everyone. Leaving without permission for several days should not be tolerated.
Please investigate the real reason for their unauthorized absence. If it is genuine, then with warning letters and receiving a letter of apology from the employee, the issue can be resolved. Otherwise, such employees should be dismissed immediately as a deterrent.
Be cautious as people have become venomous, cunning, selfish, and sinister nowadays. Be very careful. Often, our sympathy is taken advantage of.
Regards,
Chandrasekaran R, Madurai.
From India, Madurai
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If your company is private, then do not allow the employee to resume duty if they come later with excuses. Even if they are in a difficult situation, they could still make a phone call to your company as mobile phones are available to almost everyone. Leaving without permission for several days should not be tolerated.
Please investigate the real reason for their unauthorized absence. If it is genuine, then with warning letters and receiving a letter of apology from the employee, the issue can be resolved. Otherwise, such employees should be dismissed immediately as a deterrent.
Be cautious as people have become venomous, cunning, selfish, and sinister nowadays. Be very careful. Often, our sympathy is taken advantage of.
Regards,
Chandrasekaran R, Madurai.
From India, Madurai
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