Dear Lavanya
As suggested by others, you must first figure out the reason of his taking leaves and the frequency of the total leaves taken in the last six months.
Secondly, you should communicate with him not through e-mail but through an official letter duly marked 'Private & Confidential' with a copy to his HOD, stating the following things :-
Dear Mr.Employee
Sub : Leaves of absence
This refers to our discussion (if you had any or any other communication with him regarding the subject for reference) in respect of your regularly taking leaves of absence from work.
You would appreciate that the position you are holding is very important in the organisation and requires you to be on site or on call, whenever required as stated in your appointment letter (if stated).
As the frequency of your taking weekdays off is more, the workplace rhythm is getting affected, causing inconvenience to the department and organisation as a whole.
The following is the statement of leaves of absence taken by you during the last six months -
1
2
3
4
5
6
Please state the reasons for taking days off from work so frequently. If you have any personal reasons or medical constraints, the Management would be glad to assist you.
Yours sincerely
Your HR Manager
If the employee is a habitual absentee, he may be issued a warning letter the 2nd time, stating clearing the consequences of not adhering to the company rules.
Please tell me if this post could be any help to u.
Regards
Dimps
From India, Delhi
As suggested by others, you must first figure out the reason of his taking leaves and the frequency of the total leaves taken in the last six months.
Secondly, you should communicate with him not through e-mail but through an official letter duly marked 'Private & Confidential' with a copy to his HOD, stating the following things :-
Dear Mr.Employee
Sub : Leaves of absence
This refers to our discussion (if you had any or any other communication with him regarding the subject for reference) in respect of your regularly taking leaves of absence from work.
You would appreciate that the position you are holding is very important in the organisation and requires you to be on site or on call, whenever required as stated in your appointment letter (if stated).
As the frequency of your taking weekdays off is more, the workplace rhythm is getting affected, causing inconvenience to the department and organisation as a whole.
The following is the statement of leaves of absence taken by you during the last six months -
1
2
3
4
5
6
Please state the reasons for taking days off from work so frequently. If you have any personal reasons or medical constraints, the Management would be glad to assist you.
Yours sincerely
Your HR Manager
If the employee is a habitual absentee, he may be issued a warning letter the 2nd time, stating clearing the consequences of not adhering to the company rules.
Please tell me if this post could be any help to u.
Regards
Dimps
From India, Delhi
Dated: 18th May 2008
To,
XYZ/HR/00/08
Mr.XYZ
Software Consultant
It has been observed that your performance on duty and off duty was not found to be satisfactory. You have been absent on regular basis and inspite of previous caution.
You are well aware that performance has to satisfactory but against the company interest we observe that you have not conducted in a manner as desired by your designation.
You are required to explain your conduct in writing immediately as to why disciplinary action as per rule of company should not be initiated against you .To the above effect we have issued this memo. Reply should reach us in next 2 days.
Your sincerely,
For
…………..
……
From India, Pune
To,
XYZ/HR/00/08
Mr.XYZ
Software Consultant
Memo
It has been observed that your performance on duty and off duty was not found to be satisfactory. You have been absent on regular basis and inspite of previous caution.
You are well aware that performance has to satisfactory but against the company interest we observe that you have not conducted in a manner as desired by your designation.
You are required to explain your conduct in writing immediately as to why disciplinary action as per rule of company should not be initiated against you .To the above effect we have issued this memo. Reply should reach us in next 2 days.
Your sincerely,
For
…………..
……
From India, Pune
Dear Lavanya,
How does his reporting manager approve him so many leaves? that is possible only when his reporting manager so dependent to him in the aspect of work.Any way its not your call that is his reporting manager call.You can't take action until and unless his reporting manager come with a complaint against him because at the end of the day he is resposible for extracting the work with him.
Regards,
Saritha.S.
From India, Hyderabad
How does his reporting manager approve him so many leaves? that is possible only when his reporting manager so dependent to him in the aspect of work.Any way its not your call that is his reporting manager call.You can't take action until and unless his reporting manager come with a complaint against him because at the end of the day he is resposible for extracting the work with him.
Regards,
Saritha.S.
From India, Hyderabad
Dear Lavanya,For operators we have to build up recrods for chronic absenteeism like giving advise letters, memo, Show cause notice, Charge sheet and conducting enquiry and then final dececison have to take according your standing order. But being an Engineer, it is better that you can call over phone and inform politely. If the erring engineer have not shown improvement then better to send a strict warning letter stating that ' if u have not shown improvement your absensce of leave the company will take appropriate action against you including termination from the service.S Rajasekaran
From India, Madras
21From India, Madras
Hi Lavenya,
I do not know whether your problem got sorted or not...... still a piece of advice for you.. If you are the reporting manager for that engineer then its whole solely your concern to approve his leave or not? If some body else is his reporting manager , let him decide on the issue. Reporting manager is responsible for any delay and harmful outcome of sanctioning leave to any team member. HR can only facilitate and treat those leaves as per policy but can not take any action against operational front. Though you may advise the manager if you see any wrong happening around. Lastly professionalism and personal opinion, both are different. And on the other side if he is reporting to you, you have all authority to reject leave application on the ground of pending queues for him. Start assigning him targets on weekly basis and get the feedback regularly. If he finishes his work on time then you may not have any grudges to disapprove his leave request, let him enjoy. A huge reply to your short question, hope will work for you. Tc. Taru
From India, New Delhi
I do not know whether your problem got sorted or not...... still a piece of advice for you.. If you are the reporting manager for that engineer then its whole solely your concern to approve his leave or not? If some body else is his reporting manager , let him decide on the issue. Reporting manager is responsible for any delay and harmful outcome of sanctioning leave to any team member. HR can only facilitate and treat those leaves as per policy but can not take any action against operational front. Though you may advise the manager if you see any wrong happening around. Lastly professionalism and personal opinion, both are different. And on the other side if he is reporting to you, you have all authority to reject leave application on the ground of pending queues for him. Start assigning him targets on weekly basis and get the feedback regularly. If he finishes his work on time then you may not have any grudges to disapprove his leave request, let him enjoy. A huge reply to your short question, hope will work for you. Tc. Taru
From India, New Delhi
Dear Lavanya,
I have gone through your problem. In this connection i would like to suggest that the engineer under the reference is always applying his leave either prefix or suffix to the saturday or sunday, so as to enable him to avail as many as leaves in one month.
Nothing is wrong on his part as long as you are sanctioning his leave as and when he applies. Not only your employee but any one who works in one place and whose family resides some other place. this type of employees may prefer to use their leaves which will be either suffix or prefix to the weekly offs or any public or national or festival holiday.
mere applying leave as stated above, we cannot attribute any fault with this employee until and unless prejudice is caused to your organisation due to his absence by way of leave. gently ask him to discontinue this practice and tell him that his presence is required at the plant level even during the weekly offs to meet the emergencies if areses at any time.
What i understand that your problem is not a issue at all which deserves for any severe action agaisnt the employee. generally, it is common procedure to apply leave in advance by an employee in every organisation. we need not sanction the leave for any employee who fails to apply in advance and who seeks to get sanction of the same after availing the same on false petext. if you do not sanction the leave at once, this type of employees may not :|repeat the same in future.
NVRao
Hyderabad
From India, Hyderabad
I have gone through your problem. In this connection i would like to suggest that the engineer under the reference is always applying his leave either prefix or suffix to the saturday or sunday, so as to enable him to avail as many as leaves in one month.
Nothing is wrong on his part as long as you are sanctioning his leave as and when he applies. Not only your employee but any one who works in one place and whose family resides some other place. this type of employees may prefer to use their leaves which will be either suffix or prefix to the weekly offs or any public or national or festival holiday.
mere applying leave as stated above, we cannot attribute any fault with this employee until and unless prejudice is caused to your organisation due to his absence by way of leave. gently ask him to discontinue this practice and tell him that his presence is required at the plant level even during the weekly offs to meet the emergencies if areses at any time.
What i understand that your problem is not a issue at all which deserves for any severe action agaisnt the employee. generally, it is common procedure to apply leave in advance by an employee in every organisation. we need not sanction the leave for any employee who fails to apply in advance and who seeks to get sanction of the same after availing the same on false petext. if you do not sanction the leave at once, this type of employees may not :|repeat the same in future.
NVRao
Hyderabad
From India, Hyderabad
Lavanya, nice to see your query and wanted to know how long are you working in that Organization and want to know what all policies do you follow in your Organization.....i hope you have the Leave and Attendance Policy with you and you follow the same.
Great and wanted to advice you on the same, as your question arrises that one of your employee from Technical side taking avarage 10 leaves in any month, then your company will not follow the Probation policy and what does this policy says about. Probaion policy gives you the permission to take leave even in probation time as like as regular employee in your organization.
Fine by this time you might have got the solution towards your query, even then like to give u small advice on the same'
As your Employee is taking leave on avarage 10 days for every month right, is he taking the leaves starting from the month he joined or other way.
speak to him in person or either in telecon and understand his problem and give him a advice as your policy says, even then he is not stopped taking the leaves and advice the same to his senior that not to sanction him extra leaves. Even then Employee is taking extra leaves then u can a necessary action towrds the concern employee about the Disciplinary action and then go with the warning letter even then employee goes on taking leaves then u can suggest himto look after for a other chance and u can go for the fresh recruitment.
if you have not taken as action in initial days then it might can be habit to rest of the Employees in the same dept or in other dept.
Employee you are taking about might be a Out Standing person in techincal aspects, even then no need to maintain him for the long relation being reason not maintaining the rules and regulations of the Organization
Coming to Mr. Ravi nice to talking to you through this mail and dont take it in other way, the way of your sentence is too harsh and you are totally pin pointing to entire Human Resources Dept in your earlier conversation and wanted to know are you from Human Resouces dept or not. If you are from Human Resources dpet you would be knowing what HR does in the Organization. Without knowing anything about the HR Responsibility dont comment.
I totally disagree with your comment and suggestion giving to other Human Resource Executive and
Even i disagree with Saritha supporting to Mr,. Ravi.
Mr. NV Rao i agree with your comment....
no person was ever honoured for what they received but honoured & rewarded for what they gave.
From India, Hyderabad
Great and wanted to advice you on the same, as your question arrises that one of your employee from Technical side taking avarage 10 leaves in any month, then your company will not follow the Probation policy and what does this policy says about. Probaion policy gives you the permission to take leave even in probation time as like as regular employee in your organization.
Fine by this time you might have got the solution towards your query, even then like to give u small advice on the same'
As your Employee is taking leave on avarage 10 days for every month right, is he taking the leaves starting from the month he joined or other way.
speak to him in person or either in telecon and understand his problem and give him a advice as your policy says, even then he is not stopped taking the leaves and advice the same to his senior that not to sanction him extra leaves. Even then Employee is taking extra leaves then u can a necessary action towrds the concern employee about the Disciplinary action and then go with the warning letter even then employee goes on taking leaves then u can suggest himto look after for a other chance and u can go for the fresh recruitment.
if you have not taken as action in initial days then it might can be habit to rest of the Employees in the same dept or in other dept.
Employee you are taking about might be a Out Standing person in techincal aspects, even then no need to maintain him for the long relation being reason not maintaining the rules and regulations of the Organization
Coming to Mr. Ravi nice to talking to you through this mail and dont take it in other way, the way of your sentence is too harsh and you are totally pin pointing to entire Human Resources Dept in your earlier conversation and wanted to know are you from Human Resouces dept or not. If you are from Human Resources dpet you would be knowing what HR does in the Organization. Without knowing anything about the HR Responsibility dont comment.
I totally disagree with your comment and suggestion giving to other Human Resource Executive and
Even i disagree with Saritha supporting to Mr,. Ravi.
Mr. NV Rao i agree with your comment....
no person was ever honoured for what they received but honoured & rewarded for what they gave.
From India, Hyderabad
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