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All-in-one HR platform · v2.0
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All-in-one HR platform · v2.0
14-day free trial · No credit cardhello@HrMagix.com
An absconding notice is sent to an employee who has stopped coming to work without leave or contact. This absconding letter format records the absence and asks them to report or explain by a date.
Check before you rely on thisCheck the definition of unauthorised absence and any deemed-abandonment clause in your certified or model standing orders and appointment terms, the number of notices and gaps your policy requires, and any state-specific rules. Courts have often required an opportunity to be heard before treating absence as abandonment, so have the decision step reviewed by a legal adviser.
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It is sent when an employee has been absent without approved leave or any contact for the number of days your policy or standing orders treat as unauthorised absence, and attempts to reach them by phone and email have failed. HR sends it to the last known address and personal email, under an authorised signatory's signature.
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Most policies send at least two notices with a gap before any decision. The first asks the employee to report. The second records that there was no response and gives a final date. Only after that does the company decide, often through a show cause or inquiry process. Treating absence alone as automatic resignation is a position that has frequently been challenged.
Watch for itUse the address on record and keep proof of dispatch. A notice sent to an old address or only by WhatsApp is weak evidence later.
Replace everything in [square brackets]. Have your own legal or HR adviser review the final wording for your organisation.
[COMPANY NAME] [Office address] | [Phone] | [Email] BY REGISTERED POST / SPEED POST WITH ACKNOWLEDGEMENT DUE AND BY EMAIL Ref: [HR/ABS/YYYY/NNN] Date: [DD Month YYYY] [Employee full name] Employee code: [Code] Designation: [Designation] [Last known address] [Personal email] Subject: Unauthorised absence from work since [DD Month YYYY] Dear [Employee first name], Our records show that you have not reported for work since [DD Month YYYY] and have not applied for leave or informed your reporting manager of the reason for your absence. We tried to contact you on [dates] by [phone at [number] / email / message], but have not received a response. Your absence without approval is contrary to [the company's attendance and leave policy / the terms of your appointment / the applicable standing orders]. You are directed to report for duty to [Name, Designation] at [Office address] on or before [DD Month YYYY], or to send a written explanation of your absence, with any supporting documents, to the undersigned by that date. If your absence is due to illness, an emergency or any other circumstance beyond your control, please let us know so that the company can consider it. If we do not hear from you by the above date, the company may proceed further in this matter as per its policies [and the applicable standing orders]. You will be given an opportunity to explain before any decision is taken. We hope you are safe and look forward to hearing from you. Yours sincerely, For [COMPANY NAME] [Authorised Signatory] [Designation] Copy to: [Reporting manager]
There is no single central number. Your standing orders, appointment terms or policy may define a period of unauthorised absence. Apply that definition consistently.
Days not worked and not covered by approved leave are normally unpaid. Salary already earned before the absence still has to be settled.
Hear their explanation and decide under your policy. A genuine emergency is treated very differently from an unexplained absence.
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