How to Handle Abscondment in the Workplace Professionally

When an employee suddenly stops coming to work without notice, it puts employers in a difficult position. This situation is known as abscondment.

Managing it properly is important to protect your business from operational disruptions, legal risks, and unnecessary costs.

What does abscondment mean? Why does it happen? How can you handle it professionally and legally? Find the answers by reading this article!

What is Abscondment?

Absecondment is different from a normal resignation. In a resignation, an employee gives notice properly and follows the handover process.

In abscondment, the employee simply vanishes with no formal notice, no communication, and no proper exit.

Abscondment is treated as job abandonment or a serious breach of contract.

While the Employment Act 1955 does not use the word "abscondment" directly, it sets rules about absenteeism and termination procedures.

Common Signs of Abscondment

The employee has not reported to work for more than 2–3 consecutive working days without a valid reason.
The employee is unreachable through calls, emails, or messages.
The employee does not submit any formal resignation or explanation.

When these signs happen, employers can start treating the case as potential abscondment, but must follow legal steps before making any decision.

Reasons Why Employees Abscond from Work

There can be many reasons why an employee disappears without notice:

Unresolved grievances

Employees may leave if they feel mistreated, unappreciated, or frustrated with work conditions.

Better job offers elsewhere

Sometimes, employees get a better opportunity and leave immediately to join another company.

Personal or family issues

Health problems, family emergencies, or emotional distress can lead to sudden absences.

Fear of disciplinary actions

Employees facing investigations or poor performance warnings may abscond to avoid facing consequences.

Legal Procedures for Handling Abscondment

It’s important not to jump straight to termination without following the correct process. Here’s what you should do:

Employment Act 1955 overview

Even if abscondment is not mentioned directly, employers must follow due process for dismissals.

How many days of absence qualifies?

Generally, absence without a valid reason for more than 2–3 consecutive days may be treated as abandonment.

Issuing a Show Cause Letter

Send a letter asking the employee to explain their absence within a specific time (commonly 48 or 72 hours).

Proper documentation

Keep records of all absence dates, call logs, emails, and letter deliveries to show you made efforts to contact the employee.

Final warning letter

If there is no satisfactory reply after the show cause letter, issue a final warning, giving the employee one last chance before termination.

How to Terminate Absconding Employees

Once you have followed the proper process and still received no response, you can move to terminate the employee based on job abandonment.

Here’s the right way to do it:

1. Due process before termination

Always complete the show cause and warning letter process first.

2. Issue a termination letter for abscondment

A formal letter stating that the employee’s services are terminated due to failure to respond and abandonment of post.

3. Reporting to authorities

If the employee is a foreign worker, you must report their abscondment to:

Jabatan Tenaga Kerja (Labour Department, JTK)
Immigration Department of Malaysia

Reporting foreign worker abscondment helps protect your company’s foreign worker quota and prevents future penalties.

Abscondment by Foreign Workers

Abscondment involving foreign workers carries extra responsibilities:

Manage and report properly immediately by filing a report with JTK and Immigration if a foreign worker absconds.
If foreign worker abscondment is not reported properly, your company may lose the right/quota to apply for future foreign worker quotas.
Keeping proper records and submitting reports on time protects the company from regulatory action.

How Abscondment Affects the Company

Abscondment is not just an inconvenience. It can hurt the company’s operations in many ways:

Operational disruption, teams may be left shorthanded, leading to project delays and heavier workloads on remaining employees.
If the termination is not handled properly, the company could face wrongful dismissal claims.
Hiring and training replacements cost money. In some industries, client trust and business relationships can also suffer.

How to Prevent Abscondment in the Workplace

While no employer can fully eliminate abscondment, there are proactive steps to reduce the risk:

Conduct proper onboarding. Set clear expectations during orientation about attendance, resignation processes, and company rules.
Communicate policies clearly. Make sure every employee has access to an employee handbook or contract that outlines absenteeism and exit procedures.
Keep employees engaged. Build a positive work environment through recognition, career development opportunities, and open-door communication practices.
Provide conflict resolution channels. Give employees safe spaces to raise concerns before problems grow too big.

Templates & Samples Needed for Absconding Employees

To make handling abscondment easier, here are important templates employers should have ready:

Show Cause Letter Template

[Company Letterhead]

[Date]

[Employee’s Name]
[Employee’s Position]
[Employee’s Department]
[Employee’s Address]

Show Cause Letter for Absence Without Notification

Dear [Employee’s Name],

We have noticed that you have been absent from work since [first date of absence] without informing your reporting manager or the Human Resources Department. You have also not submitted any leave application or provided any valid reason for your absence.

As per your employment contract and the Company’s attendance policies, you are required to notify and seek approval for any leave of absence. Your current absence without communication is a serious concern and may be treated as misconduct under company rules.

In view of the above, you are hereby requested to provide a written explanation for your absence within [typically 48 hours or 72 hours] from the date of this letter. Please submit your explanation in writing to the Human Resources Department.

Failure to respond within the given time may lead the Company to take further action, which may include disciplinary measures up to and including termination of your employment.

We hope you treat this matter seriously and respond within the stated time frame.

Should you have any questions or wish to discuss this matter further, you may contact [HR Manager’s Name] at [HR Manager’s Email/Phone Number].

Thank you.

Sincerely,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]

Final Warning Letter Template

[Company Letterhead]

[Date]

[Employee’s Name]
[Employee’s Position]
[Employee’s Department]
[Employee’s Address]

Final Warning Letter for Absence Without Notification

Dear [Employee’s Name],

Reference is made to our Show Cause Letter dated [date of Show Cause Letter], in which we requested an explanation for your absence from work starting [first date of absence].

As of today, we have not received any satisfactory explanation or communication from you regarding your absence. Your continued failure to report to work without any valid reason or notification constitutes serious misconduct under the Company’s employment policies and may be treated as abscondment.

You are hereby issued this final warning. You are required to report to work immediately or provide a written explanation by [final deadline, e.g., within 48 hours] from the date of this letter.

Failure to comply may result in the Company proceeding with further action, including termination of your employment without further notice.

We urge you to treat this matter seriously. Should you wish to discuss your situation, please contact [HR Manager’s Name] at [HR Manager’s Email/Phone Number].

We look forward to hearing from you within the stipulated time.

Thank you.

Sincerely,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]

Abscondment Termination Letter Template

[Company Letterhead]

[Date]

[Employee’s Name]
[Employee’s Position]
[Employee’s Department]
[Employee’s Address]

Termination of Employment Due to Abscondment

Dear [Employee’s Name],

We refer to our previous communications, including the Show Cause Letter dated [date] and the Final Warning Letter dated [date], regarding your unauthorized absence from work since [first date of absence].

As of today, you have not reported back to work nor provided any valid explanation for your continued absence. Despite our efforts to reach out, you have remained uncontactable and failed to fulfill your duties as an employee of [Company Name].

Given the circumstances, we consider your actions as abscondment and serious misconduct. After careful review, we have decided to terminate your employment with [Company Name] with immediate effect, effective from [termination date].

Please note that your final salary will be processed up to [last working day before absence began], subject to any deductions for outstanding advances, loans, or unreturned company property.

You are requested to return any company assets, including [list of items, e.g., laptop, ID card, access cards], by [deadline, e.g., within 7 days]. Failure to do so may lead to further legal action.

Should you require any clarification regarding your final payment or the handover of company property, please contact [HR Manager’s Name] at [HR Manager’s Email/Phone Number].

We regret that this matter had to conclude in this manner and wish you the best for your future endeavors.

Sincerely,

[Your Name]
[Your Position]
[Company Name]
[Contact Information]

FAQs for Employers

What to do if an employee stops showing up to work?

Start by trying to contact them. If no response after a few days, issue a show cause letter.

Is abscondment considered misconduct?

Yes, absconding from work without notice is a breach of the employment contract and can be treated as misconduct.

Can employers deduct salary or hold final pay?

Employers must clear the employee’s salary up to the last working day. They can withhold pay related to the unserved notice period if it is stated in the contract.

How to deal with abscondment during the probation period?

The process is similar: issue a show cause letter, document attempts to contact, and if no reply, terminate based on abandonment.

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