When an employee suddenly stops showing up for work and doesn't respond to any contact, it can throw your whole business into disarray.
As a business owner, you naturally want to ensure your team is okay, but you also have a responsibility to manage the situation properly. Acting too quickly or without a clear process can open your business up to unnecessary risks, especially if the absence later turns into a formal disciplinary matter.
The good news is, with a calm and structured approach, you can navigate this challenge effectively, protecting both your business and your peace of mind.
First steps
Your immediate priority is to understand if your employee is safe. This isn't just about managing absence; it's about showing you care, which is crucial for creating a culture where people feel supported.
Try reaching out: Use all available contact methods – phone, text, and email – to try and get in touch.
Emergency contacts: If there's still no reply, contact the emergency person listed in their records. Explain the situation calmly.
Welfare check: If you have serious concerns for their safety, don't hesitate to contact the police for a welfare check. This is for extreme cases, but it's an important step.
Lean on your internal process for clarity
This is where having clear, consistent HR policies really pays off. Your unauthorised absence policy is your roadmap here.
Review and follow: Carefully review your existing policy and follow each step. Consistency protects your business from future claims and shows fairness to all employees.
No policy? Now's the time: If you don't have a clear policy for unauthorised absence, this situation highlights why it's vital. Developing one now will give you clarity and consistency for future situations, reducing risk while supporting your people.
Document everything for protection
In any HR situation, good record-keeping is your best friend. It creates a clear timeline and demonstrates your reasonable actions.
Log every effort: Record every attempt you make to contact the employee – dates, times, method of contact (call, text, email), and what was said or not said.
Proof of fairness: These detailed records are invaluable if the situation escalates to a disciplinary issue. They show you acted fairly and reasonably, protecting your business.
Give them a reasonable chance to explain
Even if you're frustrated, it's important to allow a fair opportunity for explanation before taking formal steps.
Formal letter: If there’s still no contact, send a formal letter requesting an explanation for their absence.
Set a timeframe: Give them a clear and reasonable deadline to respond, typically between 7 and 14 days, depending on the specific circumstances.
When formal action becomes necessary
If an employee remains absent and unresponsive, you might need to move towards formal action. This needs careful navigation with confidence and clarity.
Disciplinary process: If the deadline passes without a response, you may need to begin your formal disciplinary process.
Full investigation: Always investigate fully and follow your standard disciplinary procedures before making any decisions about dismissal. This ensures a fair process and reduces legal risk.
Preparing for their return
Sometimes, an employee does return. Being prepared for this helps you address the situation constructively.
Return-to-work meeting: Hold a return-to-work meeting as soon as they are back.
Listen and discuss: Listen to their explanation without judgment, discuss what happened, and agree on the necessary next steps together.
Following a clear, consistent process not only reduces risk but also helps maintain trust and professionalism across your entire team – helping you build a stronger team.
How an HR consultant can help
Handling these difficult situations alone can be time-consuming and stressful, pulling you away from the work that truly grows your business. This is precisely where an outsourced HR consultant in Nottingham can provide invaluable support, offering practical steps you can take now.
I help business owners reduce risk while supporting their people, ensuring clarity and consistency in their people practices. I can support you by:
Reviewing and updating your unauthorised absence and disciplinary policies to ensure they are robust and compliant.
Providing clear templates for welfare checks and formal letters, saving you time and ensuring accuracy.
Supporting you through investigations and disciplinary processes, guiding you every step of the way.
Ensuring all actions taken are fair, compliant with UK employment law, and thoroughly documented.
If you're facing an unexpected absence or want to ensure your business is prepared for such situations, let's have a conversation.
Book a confidential call today, and let's discuss how the right approach to people management can give you peace of mind and protect your business.
Taurus HR & Employment Law covers the whole of England.
Areas we cover near Nottingham include:
Retford
Worksop
Beeston
Arnold
Derby
Mansfield
Carlton
Long Eaton
Newark-on-Trent