Hi all,
I need your suggestions and tips on tackling this particular issue.
An employee of ours took leave for two days citing reasons of her mother's illness. The leave was granted to her without any hassles. She has not yet returned from her leave, and it's been over a week now. I believe that she had taken leave to find another job (speculating). She's not been responding to our calls or messages and completely ignoring all the communications that we have been making with her.
This is just one-off case that has happened in our organization, but want to make sure that we take steps that would send a right message for all the other employees and prevent a re-occurrence of such event.
We plan to send a warning letter to her place telling her to reply back or face termination.
I would like to know two things:
1) How do we send this letter to her house so that we have a record of such action being taken against her? (Which medium should we use to send the letter)
2) How to avoid such smart moves by employees.
Regards
From India, Mumbai
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4I need your suggestions and tips on tackling this particular issue.
An employee of ours took leave for two days citing reasons of her mother's illness. The leave was granted to her without any hassles. She has not yet returned from her leave, and it's been over a week now. I believe that she had taken leave to find another job (speculating). She's not been responding to our calls or messages and completely ignoring all the communications that we have been making with her.
This is just one-off case that has happened in our organization, but want to make sure that we take steps that would send a right message for all the other employees and prevent a re-occurrence of such event.
We plan to send a warning letter to her place telling her to reply back or face termination.
I would like to know two things:
1) How do we send this letter to her house so that we have a record of such action being taken against her? (Which medium should we use to send the letter)
2) How to avoid such smart moves by employees.
Regards
From India, Mumbai
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Hi,
You can send a show-cause notice through mail and also to the address mentioned in office records. In the show-cause notice email or letter, you can inquire as to why the employee has abstained from coming to the office, specify the date, and also question why his/her services should not be terminated as per the appointment letter clause. You can provide a specified time for a reply as per your company policy. If no reply is received after the specified period, you can then send a termination notice.
From India, Delhi
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You can send a show-cause notice through mail and also to the address mentioned in office records. In the show-cause notice email or letter, you can inquire as to why the employee has abstained from coming to the office, specify the date, and also question why his/her services should not be terminated as per the appointment letter clause. You can provide a specified time for a reply as per your company policy. If no reply is received after the specified period, you can then send a termination notice.
From India, Delhi
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Hi,
I think the situation is faced by more or less all of us. Anyways, you should send a hard copy through registered A/D and under Certificate of Posting. This way, you will have a government record to show that you have sent her the warning letter. Since mails are unreliable, she could claim she never received them at all.
Regards,
Pooja Bansal
From India, Pune
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I think the situation is faced by more or less all of us. Anyways, you should send a hard copy through registered A/D and under Certificate of Posting. This way, you will have a government record to show that you have sent her the warning letter. Since mails are unreliable, she could claim she never received them at all.
Regards,
Pooja Bansal
From India, Pune
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Hi,
I absolutely agree with Pooja; this kind of situation is faced by most of us at work. I think you should check at her home by sending someone without being noticed to see whether she had actually taken leave for her mother's illness or was utilizing leaves for a job search. It may be possible that there was some emergency, and she was not able to report for the same.
After that, if you find that the facts provided by her were not true, you can issue a warning letter via Registered Mail.
Regards,
Rahul S :D
From India, Gandhinagar
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I absolutely agree with Pooja; this kind of situation is faced by most of us at work. I think you should check at her home by sending someone without being noticed to see whether she had actually taken leave for her mother's illness or was utilizing leaves for a job search. It may be possible that there was some emergency, and she was not able to report for the same.
After that, if you find that the facts provided by her were not true, you can issue a warning letter via Registered Mail.
Regards,
Rahul S :D
From India, Gandhinagar
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Hi,
Even I had the same problem in my company, but now we have started deducting the salary of the employees, and the rate of absenteeism among other employees has also reduced. I think you should be friendly to the employees, but at times, you should be very strict because if not, then such things may happen with other employees as well.
Regards
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Even I had the same problem in my company, but now we have started deducting the salary of the employees, and the rate of absenteeism among other employees has also reduced. I think you should be friendly to the employees, but at times, you should be very strict because if not, then such things may happen with other employees as well.
Regards
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Hi,
In addition to the advice provided by knowledgeable members, you can also issue a paper notification (show cause notice) regarding his unauthorized absence in the local newspaper. You can issue a caution notice stating that the said employee's employment has been terminated and he is no longer with the company. No one should engage in any dealings with him on behalf of the company from the date of this notification.
Yours sincerely,
Ravi Kumar
From India, Hyderabad
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In addition to the advice provided by knowledgeable members, you can also issue a paper notification (show cause notice) regarding his unauthorized absence in the local newspaper. You can issue a caution notice stating that the said employee's employment has been terminated and he is no longer with the company. No one should engage in any dealings with him on behalf of the company from the date of this notification.
Yours sincerely,
Ravi Kumar
From India, Hyderabad
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Hi Shiju,
It happens in most companies that if you find a particular employee has taken leave without a genuine reason and is on leave for an extended period without providing proper information, you can send a warning email or letter to their address. State that if they do not respond to the email or return to the office, they will be terminated. Give them a notice period before termination. If you do not receive a reply, you can proceed with termination.
Regards,
Swati
From India, Bangalore
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It happens in most companies that if you find a particular employee has taken leave without a genuine reason and is on leave for an extended period without providing proper information, you can send a warning email or letter to their address. State that if they do not respond to the email or return to the office, they will be terminated. Give them a notice period before termination. If you do not receive a reply, you can proceed with termination.
Regards,
Swati
From India, Bangalore
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Hi!
What Pooja has said is absolutely right. I just want to add something to that. After sending the letter through UCP (Under Certificate of Posting) and Registered with AD, you must wait. In case the letters are returned without being accepted, keep those letters as they are in the personal file of the employee without opening them. This would be required for future reference, considering its legal aspect. Then, after a few days, issue a 2nd show cause notice followed by a 3rd one. Wait and then issue a termination letter.
This is a very common case, and almost all of us are experiencing the same problem.
Regards,
From India
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What Pooja has said is absolutely right. I just want to add something to that. After sending the letter through UCP (Under Certificate of Posting) and Registered with AD, you must wait. In case the letters are returned without being accepted, keep those letters as they are in the personal file of the employee without opening them. This would be required for future reference, considering its legal aspect. Then, after a few days, issue a 2nd show cause notice followed by a 3rd one. Wait and then issue a termination letter.
This is a very common case, and almost all of us are experiencing the same problem.
Regards,
From India
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Hi,
I sincerely thank all of you for your valuable time and suggestions. I will be doing exactly what has been said here.
Thanks a lot to Pooja, Shiprengi, Rahul, Neetu, Ravi, Swati, and Pradip.
God Bless. Take care.
From India, Mumbai
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I sincerely thank all of you for your valuable time and suggestions. I will be doing exactly what has been said here.
Thanks a lot to Pooja, Shiprengi, Rahul, Neetu, Ravi, Swati, and Pradip.
God Bless. Take care.
From India, Mumbai
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Just terminate if it crosses over, over and again. You can't have such an individual in your organization which would affect other employees' working style. Kindly terminate him if he does it repeatedly. I repeat it again.
In the meantime, you need to talk to him personally and communicate his importance in the company. The employee should know his responsibility in an organization first. If his responsibility in the company is understood first, then automatically he feels inclined to contribute and naturally enjoys coming to the office.
Always ensure that you are truly making your office a fun-filled environment. If your office is not vibrant and engaging every day, no one will be ready to come. You should also take a look at your office conditions.
From India, Hyderabad
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In the meantime, you need to talk to him personally and communicate his importance in the company. The employee should know his responsibility in an organization first. If his responsibility in the company is understood first, then automatically he feels inclined to contribute and naturally enjoys coming to the office.
Always ensure that you are truly making your office a fun-filled environment. If your office is not vibrant and engaging every day, no one will be ready to come. You should also take a look at your office conditions.
From India, Hyderabad
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I have a different view on this. Kindly do not take any strong actions until you confirm that the person has done it only to search for a job. If a person has to state their mother's illness and search for a job, this is the lowest position a person can reach. Also, look into the person's previous track record and proceed accordingly. You can also cross-check at her house through the office boy if possible, as I had to go to that extreme six months ago when the person did not show up for almost a month. Therefore, I request you to think twice or thrice, as the future of the person should also be taken into consideration. Regards, M. Peer Mohamed Sardhar 93831 93834
From India, Coimbatore
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From India, Coimbatore
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Hi,
I've recently joined a BPP, and we are facing the same problem here. This post has cleared my doubts about what to do. Could anyone please provide me with a copy of the show cause notice?
Thanks and Regards,
Sugan
From India, Madras
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I've recently joined a BPP, and we are facing the same problem here. This post has cleared my doubts about what to do. Could anyone please provide me with a copy of the show cause notice?
Thanks and Regards,
Sugan
From India, Madras
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Absolutely agreed with M. Peer Mohamed regarding verification.
There have been cases where the person has had to move the ill family member somewhere else, making it difficult to be reachable.
In an earlier post, I read a suggestion "send someone over discreetly to the employee's house to check whether the person is really ill."
This would be entirely unprofessional and unethical, and I am not sure whether such action has any legal credibility.
I have seen a person whose family resided in a distant village in Orissa where the nearest telephone was a village away (about 10 kms) and there was no mobile network.
While I am not suggesting that such acts should be tolerated, it is critical to note two things:
1. Whether the attitude of us as HR professionals has been influenced so much by negative actions like absconding by employees that sometimes the wheat is also thrown away with the chaff.
2. If such acts are happening in a particular department/project, etc., then it may be necessary to understand the situation at a broader level.
From India, Mumbai
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There have been cases where the person has had to move the ill family member somewhere else, making it difficult to be reachable.
In an earlier post, I read a suggestion "send someone over discreetly to the employee's house to check whether the person is really ill."
This would be entirely unprofessional and unethical, and I am not sure whether such action has any legal credibility.
I have seen a person whose family resided in a distant village in Orissa where the nearest telephone was a village away (about 10 kms) and there was no mobile network.
While I am not suggesting that such acts should be tolerated, it is critical to note two things:
1. Whether the attitude of us as HR professionals has been influenced so much by negative actions like absconding by employees that sometimes the wheat is also thrown away with the chaff.
2. If such acts are happening in a particular department/project, etc., then it may be necessary to understand the situation at a broader level.
From India, Mumbai
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Hi friends,
I was asked in an interview, "What will you do if there is a person who generally takes leaves and asks you for a holiday again, giving some reason? Will you grant him leave or not? And if yes, then if later you come to know he just gave a fake reason, what will you do? And how will you handle the situation?"
From India, Mumbai
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I was asked in an interview, "What will you do if there is a person who generally takes leaves and asks you for a holiday again, giving some reason? Will you grant him leave or not? And if yes, then if later you come to know he just gave a fake reason, what will you do? And how will you handle the situation?"
From India, Mumbai
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You must respond that you would grant leave based on the "reason for leave" and as long as his leave balance can support him.
If it occurs to you that the reason was fake, then you will confront the person and ask for a verbal explanation. You can threaten him that this will be included in his file and will affect the future grant of long leaves.
For your role in granting leave, you could say you have to take the risk, as you have no other reason to suspect he was lying.
From China
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If it occurs to you that the reason was fake, then you will confront the person and ask for a verbal explanation. You can threaten him that this will be included in his file and will affect the future grant of long leaves.
For your role in granting leave, you could say you have to take the risk, as you have no other reason to suspect he was lying.
From China
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Dear Friend,
There must be a provision of a notice period before leaving a job in your company. Kindly discuss with your HR regarding this and send her a legal notice (taking the help of HR policies) through your legal department. If you want to send her a warning letter at your level, it is suggested to send it by registered post with acknowledgment (recommended with full proof). You can blacklist such employees for the future and also post their photos on the notice board (not recommended with full proof).
Regards, Inderjeet Singh "Born to lead"
HI all... Need your suggestions and tips on tackling this particular issue... An employee of ours took leave for two days citing reasons of her mother's illness. The leave was granted to her without any hassles. She has not yet returned from her leave, and it's been over a week now. I believe that she had taken leave to find another job (speculating). She's not been responding to our calls or messages and completely ignoring all the communications that we have been sending her... This is just one case that has happened in our organization, but we want to make sure that we take steps that would send the right message to all the other employees and prevent a recurrence of such an event... We plan to send a warning letter to her place telling her to reply back or face termination... I would like to know two things: 1) How do we send this letter to her house so that we have a record of such action being taken against her... (which medium should we use to send the letter) 2) How to avoid such smart moves by employees.
Regards
From India, Rajsamand
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There must be a provision of a notice period before leaving a job in your company. Kindly discuss with your HR regarding this and send her a legal notice (taking the help of HR policies) through your legal department. If you want to send her a warning letter at your level, it is suggested to send it by registered post with acknowledgment (recommended with full proof). You can blacklist such employees for the future and also post their photos on the notice board (not recommended with full proof).
Regards, Inderjeet Singh "Born to lead"
HI all... Need your suggestions and tips on tackling this particular issue... An employee of ours took leave for two days citing reasons of her mother's illness. The leave was granted to her without any hassles. She has not yet returned from her leave, and it's been over a week now. I believe that she had taken leave to find another job (speculating). She's not been responding to our calls or messages and completely ignoring all the communications that we have been sending her... This is just one case that has happened in our organization, but we want to make sure that we take steps that would send the right message to all the other employees and prevent a recurrence of such an event... We plan to send a warning letter to her place telling her to reply back or face termination... I would like to know two things: 1) How do we send this letter to her house so that we have a record of such action being taken against her... (which medium should we use to send the letter) 2) How to avoid such smart moves by employees.
Regards
From India, Rajsamand
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Hi,
To start with the process, send a mail followed by a registered post to the absconding employee. Do not forget to mention the time frame within which the employee is supposed to revert. If he/she does not reply, it becomes mandatory for you to send an absconding letter (and mail) stating that the employee's status has been marked as absconded with no eligibility for pending dues or compensation.
Regards, Pooja
Hi all,
Need your suggestions and tips on tackling this particular issue. An employee of ours took leave for two days citing reasons of her mother's illness. The leave was granted to her without any hassles. However, she has not yet returned from her leave, and it's been over a week now. There is a belief that she had taken leave to find another job (speculating). She is not responding to our calls or messages and completely ignoring all the communications we have been attempting with her.
This is just one-off case that has happened in our organization, but we want to ensure that we take steps that would send the right message to all other employees and prevent a recurrence of such an event. We plan to send a warning letter to her residence, informing her to reply back or face termination.
I would like to know two things:
1) How do we send this letter to her house so that we have a record of such action being taken against her? (Which medium should we use to send the letter)
2) How to prevent such smart moves by employees.
Regards
From India, Delhi
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To start with the process, send a mail followed by a registered post to the absconding employee. Do not forget to mention the time frame within which the employee is supposed to revert. If he/she does not reply, it becomes mandatory for you to send an absconding letter (and mail) stating that the employee's status has been marked as absconded with no eligibility for pending dues or compensation.
Regards, Pooja
Hi all,
Need your suggestions and tips on tackling this particular issue. An employee of ours took leave for two days citing reasons of her mother's illness. The leave was granted to her without any hassles. However, she has not yet returned from her leave, and it's been over a week now. There is a belief that she had taken leave to find another job (speculating). She is not responding to our calls or messages and completely ignoring all the communications we have been attempting with her.
This is just one-off case that has happened in our organization, but we want to ensure that we take steps that would send the right message to all other employees and prevent a recurrence of such an event. We plan to send a warning letter to her residence, informing her to reply back or face termination.
I would like to know two things:
1) How do we send this letter to her house so that we have a record of such action being taken against her? (Which medium should we use to send the letter)
2) How to prevent such smart moves by employees.
Regards
From India, Delhi
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After getting the information from the HOD/concerned immediate superior, you should send a telegram positively on the 3rd day (report for duty immediately). After the 11th day, you should send an official letter asking the employee to report immediately or to send an explanation within 3 days from the receipt of the letter. If no action is taken, action will be initiated.
If the employee does not report and the letter you sent to the present and permanent address is returned back undelivered, then you have to initiate action. You can also issue a paper ad and close the file. The letters can be sent via Regd. post with ack due or through courier.
As rightly mentioned by some of our friends, the returned letters should not be opened, and they must be filed as they are in the personal file.
Prior to that, being an HR person, I opine that one of the HR representatives should visit the employee's place to find out the well-being of the employee and their family. This helps in two ways: one is the concern for the employee, and the other is development. You may be able to know whereabouts from the tenants and understand the situation.
Thanks and regards - Kamesh
From India, Hyderabad
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If the employee does not report and the letter you sent to the present and permanent address is returned back undelivered, then you have to initiate action. You can also issue a paper ad and close the file. The letters can be sent via Regd. post with ack due or through courier.
As rightly mentioned by some of our friends, the returned letters should not be opened, and they must be filed as they are in the personal file.
Prior to that, being an HR person, I opine that one of the HR representatives should visit the employee's place to find out the well-being of the employee and their family. This helps in two ways: one is the concern for the employee, and the other is development. You may be able to know whereabouts from the tenants and understand the situation.
Thanks and regards - Kamesh
From India, Hyderabad
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WARNING LETTER FOR ABSENCE.doc