As an expert HR consultant in Ipswich, I’ll guide UK business owners through handling employee absence without leave (AWOL) fairly, compliantly, and with minimal stress.
Imagine this: one of your team just doesn’t show up for work. No call, no text, no email. You’re left wondering what’s happened, feeling frustrated, and perhaps a little worried.
This kind of ‘absent without leave’ (AWOL) situation isn’t just a headache; it can disrupt your operations, impact team morale, and, if not handled correctly, leave your business exposed to legal risks.
The key here is to balance genuine concern for your employee’s wellbeing with your responsibility to manage the situation properly. Here’s a structured approach to help you navigate it.
Step one: Check in with them
Your first instinct should be to ensure your employee is safe. Start with genuine concern and make every effort to contact them:
- Reach out directly: Try calling their phone, sending a text message, and emailing them.
- Contact their emergency person: If you still don’t hear back, reach out to their emergency contact person.
- Consider a welfare check: If you have any reason to believe something serious has happened, don’t hesitate to contact the police and request a welfare check.
Step two: Stick to your policy
Consistency is your best friend here. It protects both your business and your employees.
- Review your unauthorised absence policy: Go back to your company’s policy on unauthorised absence and follow it step by step.
- Be consistent: Applying your policy consistently across all employees helps avoid accusations of unfair treatment.
- Create a policy if you don’t have one: If you haven’t got a clear policy in place, now is a good time to create one. It will make future situations much clearer to manage.
Step three: Document everything
Detailed records are your shield. They show you acted fairly and reasonably, which is crucial if the situation escalates.
- Record all contact attempts: Note down every single attempt you make to contact the employee, including dates, times, and the method used (phone, text, email).
- Keep copies of all communications: Save copies of any messages or emails you send.
Step four: Give them time to explain
Fairness is essential. Provide a reasonable opportunity for your employee to explain their absence.
- Send a formal letter: If there’s still no contact after your initial attempts, send a formal letter requesting an explanation for their absence.
- Set a reasonable timeframe: Allow a reasonable amount of time for them to respond – typically between 7 and 14 days, depending on the specific circumstances.
Step five: Consider formal action if needed
If the employee still doesn’t respond after the formal letter and the given timeframe, you may need to escalate the situation.
- Begin a disciplinary process: At this point, you might need to start a formal disciplinary process.
- Investigate thoroughly: Always investigate fully and follow your normal disciplinary procedures before making any decision about dismissal. This protects your business from potential claims of unfair dismissal.
Step six: Be prepared for their return
Sometimes, employees do return. Being prepared for this is just as important.
- Hold a return-to-work meeting: If the employee returns, arrange a return-to-work meeting as soon as possible.
- Listen and discuss: Listen to their explanation, discuss what happened, and agree on the next steps together. This is a chance to understand the situation and decide how to move forward fairly.
How an HR consultant can help
Dealing with an AWOL employee can be complex, especially with the need to balance legal compliance, fairness, and the practicalities of running your business. That’s where an expert HR consultant can be invaluable.
An independent HR consultant can help you:
- Review and update policies: Ensure your unauthorised absence and disciplinary policies are robust, clear, and compliant with UK employment law.
- Provide templates: Offer ready-to-use templates for welfare checks and formal letters, saving you time and ensuring consistency.
- Support investigations and disciplinary processes: Guide you through complex investigations and disciplinary procedures, making sure every step is fair and legally sound.
- Ensure compliance and documentation: Help you ensure all actions are compliant with the law and fully documented, protecting your business from future challenges.
Ready to make sure your business is protected?
Book a confidential call today, and let’s discuss how the right approach to managing employee absences, with the support of an outsourced HR consultant in Ipswich, could give you peace of mind and protect your business.
