Absenteeism is already a challenge for employers — but what happens when an employee stops showing up for work completely without any notice? In HR terms, this is called “absconding” — and it can create major disruptions in operations, payroll, and compliance.

If you’re an HR professional or employer in Malaysia dealing with an employee who has gone missing from work without communication, here’s what you need to know — and how to handle it legally and effectively.

What Does “Absconding” Mean?

An employee is considered to have absconded when they:

• Stop coming to work without informing the company

• Are uncontactable for a prolonged period (usually more than 2–3 days)

• Show no intention to return or resign properly

This is different from regular absenteeism or sick leave — absconding is a serious breach of contract that may justify termination.

Is Absconding a Legal Ground for Dismissal in Malaysia?

Yes. Under the Employment Act 1955, if an employee is absent without reasonable excuse for more than 2 consecutive working days, it can be treated as misconduct.

But employers must still follow proper procedure before taking action.

Step-by-Step Guide: How to Handle Absconding Employees

1. Try to Contact the Employee

Use all available channels (phone, email, WhatsApp) to reach out. Document your attempts — this will be useful for evidence later.

2. Send a Show Cause Letter

If the employee remains unresponsive after 2 working days, issue a Show Cause Letter via email or registered mail. This letter should:

• Ask the employee to explain their absence

• Set a deadline for reply (usually 3–5 working days)

• State that failure to respond may result in disciplinary action

3. Issue a Domestic Inquiry (If Necessary)

If the employee responds but the reason is unsatisfactory, or if they don’t respond at all, you may proceed with a domestic inquiry (DI). This is part of natural justice and protects you from claims of unfair dismissal.

4. Terminate Employment Legally

If the DI concludes that the employee absconded without valid reason, you may issue a termination letter for misconduct. Ensure that all steps are documented properly to avoid legal disputes.

What About Final Salary & Benefits?

When terminating for absconding, consider:

• Unpaid leave: Deduct absent days accordingly

• Notice period: If the employee did not serve notice, you may deduct salary in lieu of notice

• Last drawn salary: Must still be paid based on final settlement

• EPF & SOCSO: Submit necessary updates to authorities (e.g., cessation of employment)

HR Best Practices to Prevent Absconding

• Clear company policy: Outline consequences of unapproved absences in your employee handbook

• Proper onboarding: Educate new hires on your attendance & leave policies

• Exit interviews: Spot early signs of dissatisfaction before employees disappear

• Automated tracking: Use HR software like Pandahrms to monitor absences in real-time

Automate Absence & Disciplinary Tracking with Pandahrms

Managing AWOL cases manually can be messy and stressful. With Pandahrms, you can:

• Set absence alerts and triggers for follow-up

• Track no-show employees in real-time

• Auto-generate disciplinary letters and record documentation

• Manage resignations, terminations, and exit processes all in one system

Absconding isn’t just a discipline issue — it’s a business risk.
Handle it with fairness, transparency, and proper documentation to protect your company.