Handling an employee going awol: Protect your business and maintain team trust

As an HR consultant in Ipswich, I'll walk you through the practical steps to take when an employee is absent without leave, ensuring fairness and legal compliance for your UK business.

When an employee suddenly stops showing up for work without any contact, it’s more than just an inconvenience; it can be incredibly stressful and disruptive for any business owner.

Acting too quickly, or without a clear process, can expose your business to unnecessary risks down the line, especially if the absence later becomes a disciplinary matter. The good news is that by following a few clear steps, you can manage this challenge effectively, protecting both your business and your team.

Checking in and ensuring safety

Your first instinct might be frustration, but it’s vital to start from a place of genuine concern. This isn’t just about being a good employer; it’s about setting the right tone for how you manage the situation.

Here are the practical steps you should take immediately:

• Try to contact the employee through all available channels: phone, text message, and email. Document every attempt you make.

• If there’s still no response, reach out to their emergency contact, if you have one. Again, record this communication.

• If you have any reason to believe something serious has happened, don’t hesitate to contact the police and request a welfare check. This is a critical step in fulfilling your duty of care.

Stick to your policy

Once you’ve taken initial steps to check on their safety, your next move is to consult your internal processes. Every business should have an unauthorised absence policy – if you don’t, now is the time to start building a stronger foundation by creating one.

• Review and follow your unauthorised absence policy step-by-step. This policy is your roadmap for handling these situations fairly and consistently.

• Consistency is key. Applying your policy uniformly across all employees protects your business from claims of unfair treatment and helps maintain trust within your team.

Document everything

In any situation involving employee absence, meticulous record-keeping isn’t just good practice; it’s your best defence should the situation escalate.

• Record every single attempt to contact the employee, including dates, times, methods (phone call, text, email), and the outcome of each attempt.

• Keep copies of all messages sent and received. Detailed records clearly demonstrate that you acted fairly and reasonably throughout the process, which is invaluable if the situation later becomes a disciplinary issue.

Give them time to explain

If, after your initial attempts and following your policy, you still haven’t heard from the employee, it’s time to formalise your communication.

• Send a formal letter to the employee’s last known address requesting an explanation for their absence. This letter should clearly state the dates of absence and the need for them to make contact.

• Allow a reasonable timeframe for a response. Typically, this might be between 7 and 14 days, depending on the specific circumstances and your policy. Make sure this is clearly stated in your letter.

Handling the disciplinary process

If the employee still doesn’t respond within the specified timeframe, you may need to consider beginning a formal disciplinary process. This is a serious step, and it’s crucial to get it right.

• Investigate fully. Before making any decisions, ensure you have explored all avenues and gathered all relevant information.

• Follow your normal disciplinary procedures. This includes inviting the employee to a disciplinary hearing (even if they don’t attend), considering all evidence, and giving them the opportunity to present their case. Do not make a decision about dismissal without following these steps meticulously.

Be prepared for their return

Sometimes, after a period of absence, an employee does make contact or simply returns to work. When this happens, it’s important to handle it constructively.

• Hold a return-to-work meeting. This isn't about immediate blame, but about understanding. Listen to their explanation for the absence.

• Discuss what happened and agree next steps together. This meeting is crucial for addressing any underlying issues and setting clear expectations for the future.

A calm approach protects your business

When an employee disappears without contact, it’s easy to feel frustrated and overwhelmed. But as a business owner, responding with a calm, structured process not only protects your business legally and reputationally but also demonstrates fairness and consistency to your entire team. This approach helps maintain trust and professionalism, even in challenging circumstances.

Ready to take the pressure off when managing complex people issues?

As an HR consultant, I specialise in helping UK businesses handle these sensitive and critical people matters with confidence and compliance. I can help you review and update policies, provide essential templates, support your investigations and disciplinary processes, and ensure all your actions are fair, compliant, and well-documented.

If you're facing a challenging employee situation or want to build a stronger foundation for your people management, let’s have a conversation.

Book a confidential call today, and let’s discuss how an expert outsourced HR consultant in Ipswich can help you manage complex people issues, so you can focus on what you do best.