How to send absconding mail to hr

The dreaded "absconding" situation!

If an employee has left the company without notice or has abandoned their job, it's essential to send a formal notification to the HR department to update their records and initiate any necessary actions. Here's a step-by-step guide on how to send an absconding mail to HR:

Before sending the mail:

  1. Verify the employee's last working day: Confirm the employee's last working day to ensure you're sending the mail at the correct time.
  2. Gather necessary information: Collect the employee's name, employee ID, job title, department, and any other relevant details.

The Absconding Mail:

  1. Use a formal template: Create a formal template with the company's letterhead or use a standard template. You can also use a word processor like Microsoft Word or Google Docs to create a professional-looking document.
  2. Include the following details:
    • Employee's name and employee ID
    • Job title and department
    • Last working day
    • Reason for sending the mail (e.g., "absconded without notice")
    • Any other relevant information (e.g., outstanding tasks, unfinished projects)
  3. Keep it concise and professional: Avoid using emotional language or making accusations. Stick to the facts and maintain a professional tone.
  4. Sign the letter: Sign the letter with your name, title, and contact information.

Example Absconding Mail:

[Company Logo] [Company Name] [Date]

[Employee Name] [Employee ID]

Dear [HR Representative],

I am writing to inform you that [Employee Name] has absconded from the company without notice, effective [Last Working Day]. As per our records, [Employee Name] was last seen on [Date] and has not reported to work since then.

The employee was working as [Job Title] in the [Department] department. We have not received any formal resignation letter or notice from the employee.

Please update the employee's records accordingly and initiate any necessary actions, such as updating payroll, benefits, and other HR-related matters.

If you require any further information or clarification, please do not hesitate to contact me.

Thank you for your attention to this matter.

Sincerely,

[Your Name] [Your Title] [Your Contact Information]

After sending the mail:

  1. Keep a copy: Keep a copy of the absconding mail for your records.
  2. Notify other relevant departments: Inform other relevant departments, such as payroll, benefits, and IT, about the employee's absence.
  3. Update employee records: Ensure that the employee's records are updated to reflect their absconding status.

Remember to maintain a professional tone and follow your company's HR policies and procedures when sending an absconding mail to HR.