As an expert HR consultant in Dorset, I’ll talk you through the steps to take when an employee goes absent without leave, ensuring a fair process and protecting your business.

 

When an employee suddenly stops showing up for work and doesn't respond to calls or messages, it can be incredibly stressful and disruptive for any business owner.

 

This is where professional HR consultancy services in Dorset can provide invaluable support. Acting too quickly, or inconsistently, can open your business up to unnecessary risks down the line, especially if the absence later becomes a disciplinary matter.

 

Step one: checking they’re safe

 

Your first priority should be to try and make contact, purely from a welfare perspective.

 

  • Reach out directly: Try their work phone, personal mobile, and email. Send a text message. Sometimes a simple message can cut through if they’re feeling overwhelmed.

  • Contact their emergency person: If you still can’t reach them, try their listed emergency contact. This is exactly what those details are for.

  • Consider a welfare check: If you have any genuine reason to believe something serious has happened – perhaps they’ve been unwell recently, or there’s a known personal issue – don’t hesitate to contact the police and request a welfare check.


 

Step two: follow your internal playbook

 

Every business should have an unauthorised absence policy. If you do, now is the time to dust it off and follow it step by step.

 

  • Review your policy: Understand what your own rules say about employees who are absent without leave.

  • Be consistent: Sticking to your policy protects your business from claims of unfair treatment and shows your entire team that processes are followed consistently.

  • No policy? Create one: If you don’t have a clear policy for this, now is a good opportunity to start drafting one. It will save you a lot of hassle and risk in future situations.


 

Step three: keep a clear record

 

Documentation is your best friend in these situations. It’s about protecting your business.

 

  • Log everything: Record every single attempt you make to contact the employee. This includes the date, time, method (call, text, email), and the outcome of each attempt.

  • Why it matters: Detailed records prove that you acted fairly and reasonably, which is vital if the situation escalates to a disciplinary issue later on.


 

Step four: give them time to respond

 

If you still haven’t heard anything after your initial attempts, it’s time to formalise your communication.

 

  • Send a formal letter: This letter should request an explanation for their absence. Make sure it’s sent to their last known home address.

  • Set a reasonable timeframe: Give them a clear deadline to respond – typically between 7 and 14 days, depending on the specific circumstances and how long they've been absent.


 

Step five: taking formal action if needed

 

If the employee still doesn’t respond after the formal letter and the set timeframe, you may need to consider starting a disciplinary process.

 

  • Investigate thoroughly: Before making any decision about dismissal, you must investigate the situation fully. This might involve speaking to colleagues or checking for any messages they may have sent.

  • Follow procedure: Always follow your company’s normal disciplinary procedures. This ensures fairness and compliance, protecting you from potential legal challenges.


 

Step six: be prepared for their return

 

Sometimes, an employee does eventually return. How you handle this is just as important.

 

  • Hold a return-to-work meeting: This isn’t a punishment, it’s a necessary conversation.

  • Listen and discuss: Give them an opportunity to explain their absence. Listen openly, discuss what happened, and agree on the next steps together. This could involve support, a warning, or further action depending on the explanation.


 

You don't have to navigate this alone

 

Handling an AWOL employee can feel like a minefield, especially when you’re trying to run your business. That’s where an HR consultant can help. As an outsourced HR consultant, I can support you by:

 

  • Reviewing and updating your unauthorised absence and disciplinary policies to ensure they’re robust and compliant.

  • Providing templates for welfare checks and formal letters, taking the guesswork out of communication.

  • Supporting investigations and guiding you through disciplinary processes step-by-step.

  • Ensuring all actions are fair, compliant, and meticulously documented, giving you peace of mind.


 

Ready to make people issues less of a headache?

 

Book a confidential discovery call today. We can discuss your specific challenges and how an expert outsourced HR consultant in Dorset can help you manage your people issues calmly, compliantly, and with confidence, freeing you up to focus on what you do best.