Hi All,
I recently joined a new company where all employees are required to fill out a leave application letter before the end of each month. However, some of them do not adhere to these rules. Therefore, I need an email format that we can use to formally warn them that failure to submit the leave letter will result in a deduction in salary or HR will take necessary action.
I would appreciate it if you could provide me with an email format for this.
Thanks,
Richa Garg
From India, Noida
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I recently joined a new company where all employees are required to fill out a leave application letter before the end of each month. However, some of them do not adhere to these rules. Therefore, I need an email format that we can use to formally warn them that failure to submit the leave letter will result in a deduction in salary or HR will take necessary action.
I would appreciate it if you could provide me with an email format for this.
Thanks,
Richa Garg
From India, Noida
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Dear Richa,
It appears that your leave policy needs to be revised. The provision of filling the leave application letter before the end of each month is not understood.
In almost all companies, employees fill out the leave application, have it approved by the appropriate authority, and then submit it to the HR department. In emergent situations, if an employee proceeds on leave without following this procedure, he or his manager is expected to inform HR about his absence. Upon resuming duties, the employee is expected to submit the leave application for regularization purposes. This procedure must be followed even if the employee proceeds on Leave Without Pay (LWP), as this is also a type of leave.
Therefore, if the above procedure is not followed, you may need to revise the policy and circulate it to all employees. For the strict implementation of the policy, you will require support from the HOD/Managers. For further queries, feel free to contact me.
Thanks,
Dinesh Divekar
From India, Bangalore
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8220It appears that your leave policy needs to be revised. The provision of filling the leave application letter before the end of each month is not understood.
In almost all companies, employees fill out the leave application, have it approved by the appropriate authority, and then submit it to the HR department. In emergent situations, if an employee proceeds on leave without following this procedure, he or his manager is expected to inform HR about his absence. Upon resuming duties, the employee is expected to submit the leave application for regularization purposes. This procedure must be followed even if the employee proceeds on Leave Without Pay (LWP), as this is also a type of leave.
Therefore, if the above procedure is not followed, you may need to revise the policy and circulate it to all employees. For the strict implementation of the policy, you will require support from the HOD/Managers. For further queries, feel free to contact me.
Thanks,
Dinesh Divekar
From India, Bangalore
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Hi Richa,
I definitely agree with Dinesh.
1. First, inform your superior about the issue. Make an analysis report of how many employees are not following the policy and mention the reasons.
2. Secondly, review your existing leave policy. Is it practical or does it need revision?
3. Third, if it does not need revision and according to your analysis, you can recommend to your superior to have a close meeting with all department heads regarding the policy. Show the analysis you have made and distribute copies of the leave policy to the heads with their signatures in the meeting minutes. Ensure they understand the policy and will inform/discuss it with their subordinates. Highlight the possibility of misconduct under the company's code of conduct or if the government labor law needs to be followed.
4. If the existing policy needs revision, your HR superior should lead the process. Follow step #3 with the revised policy.
Hope this helps! Good luck!
Shallohal
Bangladesh
From Bangladesh, Dhaka
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I definitely agree with Dinesh.
1. First, inform your superior about the issue. Make an analysis report of how many employees are not following the policy and mention the reasons.
2. Secondly, review your existing leave policy. Is it practical or does it need revision?
3. Third, if it does not need revision and according to your analysis, you can recommend to your superior to have a close meeting with all department heads regarding the policy. Show the analysis you have made and distribute copies of the leave policy to the heads with their signatures in the meeting minutes. Ensure they understand the policy and will inform/discuss it with their subordinates. Highlight the possibility of misconduct under the company's code of conduct or if the government labor law needs to be followed.
4. If the existing policy needs revision, your HR superior should lead the process. Follow step #3 with the revised policy.
Hope this helps! Good luck!
Shallohal
Bangladesh
From Bangladesh, Dhaka
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If the above-mentioned technique by Mr. Dinesh doesn't work, why don't you go ahead and try a cloud-based HR software? Leave Management will no longer seem like a marathon. An HR software helps to automate major roles.
With greytHR's leave module, you should be able to manage leaves hassle-free. It tracks employee leave records and automatically sends reminders via email or SMS. Leave balance is automatically tracked and salary deducted.
Few features of greytHR:
- Eliminates the tedious leave administration and employee follow-ups, saving time and transaction costs.
- Automatic updates of leave balances.
- Leaves can be calculated automatically with the help of this software, eliminating errors.
The Employee Self Service also makes it easier to apply for leave, grant approvals, cancellations, etc., to employees and managers. It also comes with a dedicated mobile app for anytime use.
From India, Bengaluru
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With greytHR's leave module, you should be able to manage leaves hassle-free. It tracks employee leave records and automatically sends reminders via email or SMS. Leave balance is automatically tracked and salary deducted.
Few features of greytHR:
- Eliminates the tedious leave administration and employee follow-ups, saving time and transaction costs.
- Automatic updates of leave balances.
- Leaves can be calculated automatically with the help of this software, eliminating errors.
The Employee Self Service also makes it easier to apply for leave, grant approvals, cancellations, etc., to employees and managers. It also comes with a dedicated mobile app for anytime use.
From India, Bengaluru
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