23+ Absconding Letter Format – Meaning, Email Template

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Date]

[Recipient’s Name]

[Recipient’s Designation]

[Company Name]

[Company Address]

[City, State, ZIP Code]

Subject: Reporting Employee Absconding

Dear [Recipient’s Name],

I hope this letter finds you well. I am writing to bring to your attention a matter of utmost concern regarding one of the employees under your jurisdiction.

Employee Details:

• Full Name: [Employee’s Full Name]
• Employee ID: [Employee’s ID, if applicable]
• Department: [Employee’s Department]
• Position: [Employee’s Position]

It has come to my notice that the aforementioned employee has been absent from work without any prior notice or communication for the past [number of days]. Despite attempts to contact them through various means, including phone calls and emails, there has been no response.

This unexplained absence is causing disruptions in the workflow and affecting the overall productivity of the team. It is imperative to address this issue promptly to ensure the smooth functioning of our department.

I request you to initiate the necessary procedures to locate the employee and ascertain the reason for their prolonged absence. If there are any extenuating circumstances, we urge you to inform us at the earliest convenience. In the absence of a valid explanation, we may need to take appropriate disciplinary actions as per company policies.

I appreciate your prompt attention to this matter and request that you keep me informed of any developments in the investigation. Should you require any additional information from my end, please do not hesitate to contact me at [your phone number] or [your email address].

Thank you for your cooperation in resolving this issue expediently.

Sincerely,

[Your Full Name]

[Your Position]

[Your Contact Information]

[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]

[Employer’s Name]
[Employer’s Address]
[City, State ZIP Code]

Dear [Employer’s Name],

I am writing to inform you that I am resigning from my position as [Your Position] effective immediately. I regret that I am unable to provide two weeks’ notice as required by the company policy, but I have no choice but to abscond from my position due to unforeseen circumstances.

I apologize for any inconvenience or disruption this may cause to the company and my colleagues. I have enjoyed my time working with the team and I am grateful for the opportunities I have had during my time here.

Please let me know if there are any outstanding tasks that I need to complete or if there are any additional steps I need to take to ensure a smooth transition for my replacement.

Thank you for your understanding.

Sincerely,

[Your Name]

[Your Company Name]

[Your Company Address]

[City, State, ZIP Code]

[Date]

[Employee’s Name]

[Employee’s Position]

[Employee’s Address]

[City, State, ZIP Code]

Subject: Warning Letter for Excessive Absence

Dear [Employee’s Name],

I hope this letter finds you in good health. We are writing to address a matter of concern regarding your attendance at [Your Company Name]. It has come to our attention that you have been consistently absent from work without prior notice or appropriate approval.

Details of Absence:

• Dates of Absence: [List the specific dates or duration of absence]
• Total Unapproved Absence Days: [Specify the total number of days]

As per our company policy, regular attendance is crucial for the smooth functioning of the organization and the success of your team. Excessive and unexplained absences can significantly impact workflow, team dynamics, and overall productivity.

We understand that unforeseen circumstances may arise, and we encourage open communication. However, it is essential to inform your immediate supervisor or the HR department in advance if you are unable to attend work. Failure to do so disrupts the workflow and creates challenges for your colleagues who depend on your presence.

This letter serves as a formal warning. We expect immediate improvement in your attendance and adherence to company policies. Please be advised that continued absenteeism without proper notification may result in further disciplinary actions, including but not limited to suspension or termination.

We encourage you to discuss any challenges or issues that may be affecting your attendance with your supervisor or the HR department. Our goal is to support our employees while maintaining a productive and positive work environment.

If you have any questions or concerns regarding this warning letter, please feel free to contact the HR department.

Thank you for your immediate attention to this matter.

Sincerely,

[Your Full Name]

[Your Position]

[Your Contact Information]

[Company Seal or Logo, if applicable]

[Your Company Name]
[Your Company Address]
[City, State, ZIP Code]
[Date]

[HR Manager’s Name]
[HR Manager’s Position]
[Company HR Department]
[Company Address]
[City, State, ZIP Code]

Subject: Reporting Employee Absconding

Dear [HR Manager’s Name],

I hope this message finds you well. I am writing to bring to your attention a matter of concern regarding the prolonged and unexplained absence of an employee from our team.

Employee Details:

Employee Name: [Employee’s Full Name]
Employee ID: [Employee’s ID, if applicable]
Department: [Employee’s Department]
Position: [Employee’s Position]
It has come to our notice that the mentioned employee has been absent from work without any prior notice or communication for the past [number of days]. Despite our attempts to contact them through various means, including phone calls and emails, there has been no response.

This unexplained absence is causing disruptions in the workflow and affecting the overall productivity of the team. We are bringing this matter to your attention so that appropriate action can be taken in accordance with company policies.

We request your immediate intervention to initiate the necessary procedures to locate the employee and ascertain the reason for their prolonged absence. If there are any extenuating circumstances, we urge you to inform us at the earliest convenience. In the absence of a valid explanation, we may need to take appropriate disciplinary actions as per company policies.

I appreciate your prompt attention to this matter and request that you keep me informed of any developments in the investigation. Should you require any additional information from my end, please do not hesitate to contact me at [your phone number] or [your email address].

Thank you for your cooperation in resolving this issue expediently.

Sincerely,

[Your Full Name]
[Your Position]
[Your Contact Information]

[Company Seal or Logo, if applicable]

[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]

[Employer’s Name]
[Employer’s Address]
[City, State ZIP Code]

Dear [Employer’s Name],

I am writing to inform you that I am resigning from my position as [Your Position] effective immediately. Unfortunately, due to personal reasons, I must abscond from my duties and cannot provide the required two weeks’ notice.

I apologize for any inconvenience or disruption this may cause to the company and my colleagues. I have enjoyed working with the team and I am grateful for the opportunities I have had during my time here.

Please let me know if there are any outstanding tasks that I need to complete or if there are any additional steps I need to take to ensure a smooth transition for my replacement.

Thank you for your understanding.

Sincerely,

[Your Name]

[Your Company Name]

[Your Company Address]

[City, State, ZIP Code]

[Date]

[Employee’s Name]

[Employee’s Address]

[City, State, ZIP Code]

Subject: Termination of Employment due to Absconding

Dear [Employee’s Name],

I hope this letter finds you well. It is with regret that I write to inform you about the termination of your employment with [Your Company Name], effective [last working day, typically the date of the letter].

Despite our previous attempts to contact you regarding your prolonged absence from work, we have not received any response or communication from your end. As per our records, you have been absent without leave since [start date of absence], and all efforts to reach you have been unsuccessful.

Please be advised that your absence has not only disrupted the workflow and productivity of the team but also violated the company’s attendance policy. Regular attendance is essential for the smooth functioning of our organization, and repeated unexplained absences are not tolerated.

In light of your continued absence and the lack of communication, we have no choice but to consider this as a voluntary resignation on your part. Therefore, your employment with [Your Company Name] is terminated, effective immediately.

Please arrange for the return of any company property, keys, access cards, or any other items in your possession. Your final settlement, including any accrued leave and other entitled benefits, will be processed as per company policies.

If you have any questions or concerns regarding the termination process, you may contact the HR department at [HR contact information].

We wish you the best in your future endeavors.

Sincerely,

[Your Full Name]

[Your Position]

[Company Name]

[Company Seal or Logo, if applicable]

[Your Company Name]

[Your Company Address]

[City, State, ZIP Code]

[Date]

[Employee’s Name]

[Employee’s Address]

[City, State, ZIP Code]

Subject: Absence without Notice – Follow-up and Warning

Dear [Employee’s Name],

I trust this letter finds you well. We are writing to address the matter of your recent prolonged absence from work without prior notice or approval. It has come to our attention that you have been absent from work since [start date of absence], and despite our attempts to reach you through various means, there has been no response from your end.

Attendance and adherence to the company’s policies on leave and absence are critical to the smooth operation of our organization. Regular and clear communication regarding planned or unplanned leave is essential to maintaining a productive work environment.

We understand that circumstances may arise that necessitate unplanned time away from work. However, it is imperative that you inform your supervisor or the HR department as soon as possible and provide necessary documentation, such as a medical certificate or any other supporting evidence, for any prolonged or unexpected absence.

Failure to adhere to the company’s attendance policies may result in disciplinary actions, including warnings, suspension, or, in extreme cases, termination of employment. We take this matter seriously, and we urge you to treat it with the gravity it deserves.

To address this issue promptly, we request you to contact the HR department within [specified number of days] of receiving this letter to provide an explanation for your absence. Failure to do so may result in further disciplinary action.

We believe in open communication and resolving issues collaboratively. If there are any challenges or concerns that you are facing, please feel free to discuss them with the HR department so that we can work together to find a resolution.

We look forward to your prompt response to this matter.

Sincerely,

[Your Full Name]

[Your Position]

[Company Name]

[Company Seal or Logo, if applicable]

[Your Company Name]
[Your Company Address]
[City, State, ZIP Code]
[Date]

[Employee’s Name]
[Employee’s Address]
[City, State, ZIP Code]

Subject: Notice of Absconding and Employment Termination

Dear [Employee’s Name],

I hope this letter reaches you in good health. We are writing to address a matter of significant concern regarding your prolonged and unexplained absence from work.

It has come to our attention that you have been absent from work since [start date of absence], and despite our repeated attempts to contact you through various means, including emails and phone calls, there has been no response from your end.

As per our company policies, regular attendance and adherence to the company’s leave and absence reporting procedures are crucial for the effective functioning of our organization. Your unexplained absence has not only disrupted the workflow but has also violated the company’s attendance policy.

In light of your continued absence and the lack of communication, we regret to inform you that your employment with [Your Company Name] is terminated, effective immediately.

Please arrange for the return of any company property, keys, access cards, or any other items in your possession. Your final settlement, including any accrued leave and other entitled benefits, will be processed as per company policies.

If you have any concerns or wish to discuss this matter further, please contact the HR department within [specified number of days] from the receipt of this letter.

We appreciate your cooperation and wish you the best in your future endeavors.

Sincerely,

[Your Full Name]
[Your Position]
[Company Name]

[Company Seal or Logo, if applicable]

Subject: Absconding Letter

Dear [Employer’s Name],

I am writing to inform you about the sudden and unexplained absence of [Employee’s Name] from work for [number of days]. Despite numerous attempts to reach out to him/her through various channels, we have not received any response from him/her. We have reason to believe that he/she has absconded from work without prior notice.

As per the company policy and the employment agreement signed by [Employee’s Name], it is mandatory for him/her to give advance notice of any leave or absence from work. However, [Employee’s Name] has not followed the same and has violated the company policy.

We would like to request you to take immediate action regarding this matter, as it has caused disruption in the workflow and affected the overall productivity of the team. We would also like to request you to initiate an investigation into this matter to determine the reason for his/her absence and take necessary action as per the company policy.

Please find attached a copy of the employment agreement signed by [Employee’s Name] for your reference.

We would appreciate your prompt action in this regard.

Thank you.

Sincerely,

[Your Name]

[Your Designation]

[Your Company Name]

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Date]

[HR Manager’s Name]
[Company HR Department]
[Company Name]
[Company Address]
[City, State, ZIP Code]

Subject: Response to Absconding Letter

Dear [HR Manager’s Name],

I hope this letter finds you well. I am writing in response to the absconding letter dated [date] that I received from the HR department.

Firstly, I want to express my sincere apologies for any inconvenience my sudden absence may have caused to the team and the company. I understand the importance of regular attendance and communication, and I deeply regret not adhering to the company’s policies in this regard.

I want to provide some context for my absence. [Explain briefly the circumstances that led to your absence. If there are any supporting documents, such as medical certificates, include them as attachments.]

I acknowledge the impact of my absence on the team and the organization, and I am committed to taking immediate steps to rectify the situation. I understand the gravity of the matter, and I assure you that it was never my intention to create any disruption.

I am willing to cooperate fully with the company’s procedures to address this issue, including attending any necessary meetings or discussions. Please let me know how I can best assist in resolving this matter.

Once again, I apologize for any inconvenience caused, and I appreciate your understanding in this matter. I am eager to work towards a resolution and to continue contributing positively to the team and the company.

Thank you for your time and consideration.

Sincerely,

[Your Full Name]
[Your Employee ID, if applicable]
[Your Contact Information]

[Your Company Name]

[Your Company Address]

[City, State, ZIP Code]

[Date]

[Police Commissioner’s Name or Appropriate Authority]

[Police Department or Relevant Department]

[City, State, ZIP Code]

Subject: Report of Employee Absconding

Dear [Police Commissioner’s Name or Appropriate Authority],

I hope this letter finds you well. I am writing to formally report an absconding case involving one of our employees, whose details are provided below:

Employee Details:

• Employee Name: [Employee’s Full Name]
• Employee ID: [Employee’s ID, if applicable]
• Department: [Employee’s Department]
• Position: [Employee’s Position]
• Last Known Address: [Employee’s Last Known Address]
• Last Working Day: [Employee’s Last Working Day, if known]

It has come to our attention that the mentioned employee has been absent from work without any prior notice or communication for a significant period of time. Despite our attempts to contact the employee through various means, including phone calls and emails, there has been no response.

This unexplained absence is causing disruptions in the workflow and affecting the overall productivity of the team. In accordance with our company policies, we are formally reporting this case to seek your assistance in locating the employee and ascertaining the reasons behind their prolonged absence.

We kindly request your intervention to initiate the necessary procedures to locate the employee and, if needed, to take appropriate actions as per the laws and regulations governing such cases.

We are fully cooperating with the authorities to ensure a swift and legal resolution to this matter. If there is any additional information required from our end or if we can assist you in any way, please do not hesitate to contact us at [Your Contact Information].

We appreciate your prompt attention to this matter and thank you for your cooperation.

Sincerely,

[Your Full Name]

[Your Position]

[Your Contact Information]

[Company Seal or Logo, if applicable]