Dear All,
I am Shekhar Srivastava. In my company, an employee went on leave without proper approval. Before submitting the leave application, the Production Department had explained to him that his leave could not be approved due to the high workload, and he could take it after 25th July. However, he went on a 6-day leave without the proper approval.
Please guide me on the actions I should take.
Regards,
Shekhar Srivastava Senior Executive HR FUSION ELECTRONICS PVT. LTD.
From India, Lucknow
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10I am Shekhar Srivastava. In my company, an employee went on leave without proper approval. Before submitting the leave application, the Production Department had explained to him that his leave could not be approved due to the high workload, and he could take it after 25th July. However, he went on a 6-day leave without the proper approval.
Please guide me on the actions I should take.
Regards,
Shekhar Srivastava Senior Executive HR FUSION ELECTRONICS PVT. LTD.
From India, Lucknow
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Dear u send him notice for unauthorised leave via registered post at his present and permanent address.
From India, Delhi
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From India, Delhi
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Hi Shekhar Srivastava,
I am attaching the Constructive Discipline procedure. Please use it. In my opinion, issuing him a notice, memo, or warning letter straight away will not be appropriate. Since you need to manage good talent in a better way, try to understand his problem and follow the Constructive Discipline procedure. It is very tough to get good employees (yours is a Technical/Engineering company); therefore, take corrective measures cautiously. Nowadays, retaining good performers is very challenging.
Best regards, Mahesh K. Prasad
From India, Mumbai
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I am attaching the Constructive Discipline procedure. Please use it. In my opinion, issuing him a notice, memo, or warning letter straight away will not be appropriate. Since you need to manage good talent in a better way, try to understand his problem and follow the Constructive Discipline procedure. It is very tough to get good employees (yours is a Technical/Engineering company); therefore, take corrective measures cautiously. Nowadays, retaining good performers is very challenging.
Best regards, Mahesh K. Prasad
From India, Mumbai
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Dear Shekhar,
As rightly suggested by my other friends, you should issue a warning letter to your employee for unauthorized leave. Clearly mention that any future incidents related to this may lead to the termination of the employee.
You can ask the employee to come to your office to sign and acknowledge the letter. Additionally, request a written explanation for their actions. This documentation will serve as proof that you provided proper warning in case termination becomes necessary.
Thank you,
Vineet Saini
From India, Chandigarh
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As rightly suggested by my other friends, you should issue a warning letter to your employee for unauthorized leave. Clearly mention that any future incidents related to this may lead to the termination of the employee.
You can ask the employee to come to your office to sign and acknowledge the letter. Additionally, request a written explanation for their actions. This documentation will serve as proof that you provided proper warning in case termination becomes necessary.
Thank you,
Vineet Saini
From India, Chandigarh
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Hello Shekar,
I do not know the procedure for applying leave in your company, but generally, when an employee is in need of leave, the first thing we do is to check the reason why he requires that leave. Because, if the leave request is genuine, then he would go for it even if you try stopping him. Please remember the fact that for us, HR professionals, employees are customers, and at the end of the day, we all work towards customer delight! It is important that we be supportive of their problems, and at the same time, if you are convinced that the leave should not have been allowed, you have all the rights to let him know.
I suggest that you issue a warning letter only after analyzing the case history and if it is really necessary. Else, just handle it smoothly through verbal or mail communication, as it is required to ensure that we don’t escalate problems beyond the necessary proposition.
Thanks.
From India, Hyderabad
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I do not know the procedure for applying leave in your company, but generally, when an employee is in need of leave, the first thing we do is to check the reason why he requires that leave. Because, if the leave request is genuine, then he would go for it even if you try stopping him. Please remember the fact that for us, HR professionals, employees are customers, and at the end of the day, we all work towards customer delight! It is important that we be supportive of their problems, and at the same time, if you are convinced that the leave should not have been allowed, you have all the rights to let him know.
I suggest that you issue a warning letter only after analyzing the case history and if it is really necessary. Else, just handle it smoothly through verbal or mail communication, as it is required to ensure that we don’t escalate problems beyond the necessary proposition.
Thanks.
From India, Hyderabad
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Hi Shekhar,
As per what I can understand, I think the employee has formally approached you for approval of leave. It's quite fair that you expect minimal absenteeism when the workload is high. The answer to your question depends on various factors such as the employee's tenure with the company, performance, commitment, sincerity, behavior, etc. It also depends on the reasons why the leave has been taken. If the employee has taken leave due to unavoidable reasons, you can consider the aforementioned aspects before making a decision. It varies from case to case. However, remember that your decision may send either positive or negative signals to other employees in the company.
From India, Madras
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As per what I can understand, I think the employee has formally approached you for approval of leave. It's quite fair that you expect minimal absenteeism when the workload is high. The answer to your question depends on various factors such as the employee's tenure with the company, performance, commitment, sincerity, behavior, etc. It also depends on the reasons why the leave has been taken. If the employee has taken leave due to unavoidable reasons, you can consider the aforementioned aspects before making a decision. It varies from case to case. However, remember that your decision may send either positive or negative signals to other employees in the company.
From India, Madras
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Dear Shekhar, Wat Mr. Mahesh say is right.. You can issue memo or warning letter, before that identify his productivity & the situation arise for this circumstance..... Rgd Vino
From India, Madras
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From India, Madras
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Hi Shekar,
Since you mentioned that your company is into manufacturing, if you are employing 50 or more employees, you would have received certified Standing Orders for your company. If this is the case, you can follow them step by step.
If this has not been done, you can follow the Model Standing Orders as outlined in the Industrial Establishments (Model Standing Orders) Act and Rules.
It would be beneficial to first train your managerial staff on the law and procedures. Subsequently, you could display a copy of the same for the benefit of your employees and hold a session where you teach them about the requirements of the law, the procedures to be followed, and define the acts of commission/omission that could be deemed as misconduct, along with the procedures to be followed in case of an emergency.
Additionally, it is essential that all your employees understand the importance of each of their functions - how any deviation from the norm can affect the end product and the company's bottom line. This understanding could serve as motivation for all employees to prioritize following procedures over breaking them.
Regards
From India, Bangalore
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Since you mentioned that your company is into manufacturing, if you are employing 50 or more employees, you would have received certified Standing Orders for your company. If this is the case, you can follow them step by step.
If this has not been done, you can follow the Model Standing Orders as outlined in the Industrial Establishments (Model Standing Orders) Act and Rules.
It would be beneficial to first train your managerial staff on the law and procedures. Subsequently, you could display a copy of the same for the benefit of your employees and hold a session where you teach them about the requirements of the law, the procedures to be followed, and define the acts of commission/omission that could be deemed as misconduct, along with the procedures to be followed in case of an emergency.
Additionally, it is essential that all your employees understand the importance of each of their functions - how any deviation from the norm can affect the end product and the company's bottom line. This understanding could serve as motivation for all employees to prioritize following procedures over breaking them.
Regards
From India, Bangalore
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Dear Shekar,
Please find my suggestion below. First, go through your company policy regarding unauthorized leave. Find out what type of leave he has availed, what's the procedure for granting CL/EL/ML. If he has violated the rule, then take appropriate action, whether it's an oral or written warning or memo. Whatever decision you're taking, give him an opportunity to present his case. Always remember, while taking action, that it should be reformative, not punitive.
Keep a record of the procedures and actions taken. While taking action, you should keep in mind his productivity because your action should not demotivate him.
Please go through Divya Manoj's and Divya Chandana's suggestions too.
Regards,
Pramod
From India, Bangalore
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Please find my suggestion below. First, go through your company policy regarding unauthorized leave. Find out what type of leave he has availed, what's the procedure for granting CL/EL/ML. If he has violated the rule, then take appropriate action, whether it's an oral or written warning or memo. Whatever decision you're taking, give him an opportunity to present his case. Always remember, while taking action, that it should be reformative, not punitive.
Keep a record of the procedures and actions taken. While taking action, you should keep in mind his productivity because your action should not demotivate him.
Please go through Divya Manoj's and Divya Chandana's suggestions too.
Regards,
Pramod
From India, Bangalore
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Dear Shekhar,
In your company, what is the policy regarding absence without prior information? If it's applicable to take action in your company for an absence of five days or more, then, as you say, absence for six days, you can take disciplinary action against him. This means issuing a show-cause notice. Review his reply; if it's genuine, meaning he was absent due to a health problem, he should submit a medical certificate or ESI treatment proof. In this case, you can't take any action; just remind him for next time that information is required, otherwise, he will lose the job.
If this is not the case, prepare his documents for termination. However, for this cause, termination is not soundproof. In my suggestion, counseling for such misconduct is the only way.
If the repetition continues, then search for a major fault to terminate him.
Sanjeev Rai
From India, Indore
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In your company, what is the policy regarding absence without prior information? If it's applicable to take action in your company for an absence of five days or more, then, as you say, absence for six days, you can take disciplinary action against him. This means issuing a show-cause notice. Review his reply; if it's genuine, meaning he was absent due to a health problem, he should submit a medical certificate or ESI treatment proof. In this case, you can't take any action; just remind him for next time that information is required, otherwise, he will lose the job.
If this is not the case, prepare his documents for termination. However, for this cause, termination is not soundproof. In my suggestion, counseling for such misconduct is the only way.
If the repetition continues, then search for a major fault to terminate him.
Sanjeev Rai
From India, Indore
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