Practical advice from an HR consultant in Milton Keynes on managing unauthorised absence
When an employee suddenly stops showing up for work and doesn’t respond to any contact, it can be stressful and disruptive for any small business owner.
This is when expert HR consultancy services in Bedford can be extremely helpful.
It’s a situation that requires care, empathy, and a clear process to protect both your employee and your business.
Acting too quickly or inconsistently can create legal risks, especially if the absence later becomes part of a disciplinary process.
A calm, structured approach helps you stay fair, professional, and protected.
First priority: check their safety
Your first step should always come from genuine concern.
Try to reach them through all available channels: phone, text, and email.
If you cannot reach them, contact their emergency contact.
If there is any reason to believe they might be at risk, contact the police and request a welfare check.
This shows you are acting responsibly and prioritising their wellbeing.
Follow your process: stick to your internal procedure
A clear policy for unauthorised absence is essential.
Review your policy and follow each step consistently.
Consistency protects your business and your employees.
If you don’t yet have a formal policy, now is a good time to put one in place.
It gives everyone clarity for future situations and helps avoid rushed decisions.
Your paper trail matters: keep good records
Document every attempt you make to contact the employee.
Keep notes of calls, messages, emails, dates, times, and what you said.
These records are important if the situation becomes a disciplinary matter later.
They show that you acted fairly and followed a reasonable process, which helps protect your business legally and reputationally.
Allow time: give them a chance to respond
If you still haven’t heard from the employee, send a formal letter asking them to explain their absence.
Allow a reasonable response window, typically between 7 and 14 days depending on the situation and any information you have.
This shows fairness and gives the employee an opportunity to respond before you take formal action.
When formal action becomes necessary
If the employee still doesn’t respond within the timeframe, you may need to begin a formal disciplinary process.
Before making any decision about dismissal, carry out a full investigation and follow your usual disciplinary procedure.
This helps ensure fairness and protects your business from avoidable risks.
Preparing for their return
If the employee does return, hold a return-to-work meeting.
This is an opportunity to understand what happened, discuss next steps, and rebuild clarity and expectations.
It’s a professional and supportive way to close the situation.
The takeaway: stay calm, consistent, and compliant
When an employee goes AWOL, frustration is natural.
But a steady, structured response protects your business, reassures your team, and keeps your process fair.
Consistency is your strongest safeguard.
How an HR consultant can support your business
Dealing with an AWOL employee can be time-consuming and emotionally draining.
As an HR consultant, I offer practical, people-focused support to help you navigate these situations confidently.
I can help with:
- Reviewing and updating your unauthorised absence and disciplinary policies
- Providing templates for welfare checks and formal letters
- Supporting investigations and disciplinary processes
- Ensuring all steps are fair, compliant, and documented properly
Need support handling a difficult employee situation?
If you’re looking for a safe pair of hands, like an outsourced HR consultant in Bedfordshire, to help you manage complex employee issues or strengthen your HR processes, let’s talk.
Book a confidential discovery call today and get the guidance you need to handle situations like this with clarity and confidence.