When an employee is absent without official leave (AWOL), it can disrupt workplace operations and create challenges for employers. A return to work order is a formal document issued to notify the employee of their obligation to return to work and address any violations of company policy.
This topic provides a detailed guide on issuing a return to work order for AWOL employees, along with a sample letter and key considerations.
What Is a Return to Work Order?
A return to work order is an official notice that instructs an absent employee to report back to work. It often includes details about the employee’s absence, the consequences of continued absence, and any required actions before resuming duties.
Reasons for Issuing a Return to Work Order
- The employee has been absent for an extended period without prior notice or approval.
- The company needs clarification regarding the absence.
- The employee has failed to respond to previous attempts at communication.
- The employer wants to give the employee a chance to explain and correct the issue before taking disciplinary action.
Steps to Handle an AWOL Employee
1. Attempt to Contact the Employee
Before issuing a return to work order, employers should attempt to reach the absent employee through phone calls, emails, or other communication methods.
2. Verify the Employee’s Status
Check if the employee has submitted any leave requests, medical certificates, or other documents that may justify their absence.
3. Prepare the Return to Work Order
The letter should be formal, clear, and professional. It must include:
- Employee’s name and position
- Date of absence and duration
- Request for an explanation
- Deadline for response
- Possible consequences if no action is taken
4. Deliver the Notice
The return to work order should be sent through official channels such as email, registered mail, or in person.
5. Set a Meeting Upon the Employee’s Return
If the employee returns, schedule a discussion to understand the reasons for the absence and determine if any further actions are necessary.
Sample Return to Work Order for AWOL Employees
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Date]
To: [Employee’s Name]
[Employee’s Position]
[Employee’s Address]
Subject: Return to Work Order
Dear [Employee’s Name],
We have noticed that you have been absent from work since [Date of Absence] without any prior approval or communication regarding your leave. As of today, your absence has been classified as Absence Without Official Leave (AWOL).
As per company policy, all employees are required to inform their immediate supervisor or HR department regarding any absence. Failure to do so may result in disciplinary action, including possible termination.
You are hereby directed to report back to work no later than [Deadline Date]. Additionally, you are required to provide a written explanation for your absence upon your return. Failure to comply with this directive may lead to further disciplinary measures.
If you have any concerns or valid reasons for your absence, please contact us immediately at [HR Contact Number or Email]. We value your contributions to the company and hope to resolve this matter amicably.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
Possible Consequences of Not Complying
If an employee fails to return after receiving the notice, the employer may:
- Issue a final warning letter.
- Suspend the employee.
- Terminate employment following due process.
Preventing Future AWOL Cases
1. Implement Clear Attendance Policies
Ensure employees understand the procedures for requesting leave and reporting absences.
2. Provide Multiple Communication Channels
Encourage employees to inform HR through emails, phone calls, or online leave management systems.
3. Address Workplace Concerns
Sometimes, employees go AWOL due to unresolved workplace issues. Employers should foster a supportive work environment to reduce such incidents.
Handling AWOL employees professionally and fairly is essential for maintaining workplace discipline. A well-drafted return to work order serves as an official reminder for employees to comply with attendance policies while providing them an opportunity to explain their absence.