Absconding from work - mail format asking for explanation?

To,

Sender name & address


Sub: Absent from duty.
This is to remind you that you have been absent from duty since (DATE). You have not given any proper leave letter or inform us in person. In spite of our repeated reminders over phone you have not reported to duty.

You are here by instructed to report to office on or before (DATE). or else strict disciplinary and legal action will be taken against you.

For COMPANY NAME
MANAGER - HR
Send this letter through registered post with acknowledgement card.It will act as proof.
10th February 2009 From India, Madras

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absent from duty.doc (83.5 KB, 2702 views)

Dear Sandhya:
First you may send a warning letter to the employee... asking to get to back within stipulated time frame (it may be 7 days or 15 days) as your org wishes... or the employees services would be terminated...
If the employee doesnt get back as per date mentioned in the letter, you may send a termination letter as services terminated and close the chapter..
Do send a email and letter by post (this will help to maintain records)...
For your referral, find attached a sample warning and termination letter
Hope this helps...
10th February 2009 From India, Mumbai

Attached Files (Download Requires Membership)

Termination-format.doc (27.0 KB, 1515 views)

Dear Sandhya,

Kindly look into your rule books such as Standing orders/Service rules. If something has been enumerated in the aforesaid rule books follow the same. If nothing has been mentioned, you can write a letter to the employee stating that you are absenting from the work without applying leave or without intimation and also she may be asked back to duty immediately, if she doesn’t report the action will be taken as per company rules. The letter has to be sent through only Registered Post with Acknowledgement Due.



The other way is you can talk to the Employee and make clear that her absence is hampering the company’s work and company cannot wait for long time. Hence she has to take a decision to report back to duty immediately or she has to resign from the services of the company. I hope she will understand the same and she will take decision and also you can understand her problem and can give suitable advice, which creates win win situation for both.

Regards
Siddeswara

10th February 2009 From India, Bangalore

Hi,
You just follow the procedure as per your company policy.
Better way would be to send a letter on her address by regd. post to resume duty immediately after receipt of this letter to avoid any action against her.
If she donn't reply within the specified time then issue a notice for termination & follow the termination procedure as per your company policy.
Rgds/Jitender
10th February 2009 From India, New Delhi

Dear Nair,
The answer is very simple. You better send a letter by RPAD that you absented from so and so date. If you don't reply within 48 hours, it will be considered you volountarily willing to resign from our company. Then, make it a copy and for your documentation.
Thanx
Jana
10th February 2009 From India, Madras

Hi Sandhya,

People being the main asset of any organization it is very important for all HR professionals like us to ensure that exit formalities are smooth. There is a high probability that this individual might join your firm back in the future.

We should treat every case as fresh and give benefit of doubt to employees rather than going with our past unpleasant experiences. From my perspective you should mention about your telephonic conversation in your email wherein employee has promised you to send the resignation via.

At the same time you should let her know about the possible consequences if she does not clear the exit formalities with a deadline. If you do not hear from the person within a stipulated timeframe then send a TL with a registered AD.


Thanks
Rahul
10th February 2009 From India, Vadodara

You can send a letter through regd. post detailing abt ur communication to her and her reply, also warn her to report for duty failing which will disciplinery actions will be taken which may result in termination also or otherwise ask for her resignation letter.
If she is under probation period then she can terminated as soon as her prob. period is over, that is without any disciplinery action... Amit Pagedar:icon1:
11th February 2009 From United Arab Emirates, Abu Dhabi

Hi,

This is the normal procedure what we follow.

On your first day of absence it is essential that you contact your immediate superior as soon as possible. Such intimation should be no later than one hour after the normal opening time of the office. You should discuss the following information with your immediate superior: -

• the nature of your illness or reason for absence
• how long you think you will be absent from work
• when you will next make contact
Only in exceptional circumstances should you ask someone else to contact your immediate superior on your behalf. In the case of prolonged absence, you should contact your immediate superior regularly to keep us informed of your progress.
On your return
When you return to work following a period of absence, your immediate superior/manager will discuss with you the reasons for your absence and ask you to complete a Self Certification Form.
In the event that you are absent for more than two days on the grounds of sickness, please send your immediate superior a Medical Certificate to cover you from the third day i.e. to account such leave as sick leave. Upon your return you will also be required to complete a Self Certification Form.
This procedure is important in helping us to operate our business smoothly and efficiently.
A breach of these procedures could make you liable to disciplinary action.
Any absence without sanction or without medical certificate as provided above when more than two days leave taken on ground of sickness will amount interruption of service and the Company may initiate appropriate disciplinary proceedings against you.

Regards,

DJ
11th February 2009 From India, Bangalore

Dear Sandhiya This letter will help you to do the thing in proper way. Regards Ansari
11th February 2009

Attached Files (Download Requires Membership)

WARNING%20LETTER%20FOR%20ABSENCE[1].doc (30.5 KB, 956 views)

Dear Sandhya,
In this case what you do is write the 3 types of letter. 1st type mention about his absent from duty without information and revert back in 5-7 days. In if not replying then wite about the 2nd reminder about the mentionin the continuation of the 1st letter and ask her to reply in next 5 working days, and mention if not co. will assumen that xyz is not interested in job.
3rd type is mention about continuation of 1st and 2nd letter letter that in you not revert back then co. assume that xyz person has left the job.
Finally issue a termination letter. Prepare full & final and keep it with the file of XYZ.
11th February 2009