Attendance issues can cause major disruptions in any organisation. When employees are frequently absent — whether with or without reason — productivity drops, workloads increase for others, and overall team morale suffers.
As an employer or HR professional, managing absenteeism effectively isn’t just about enforcing discipline — it’s about finding the root cause, setting fair policies, and using the right tools to monitor attendance accurately.
In this guide, we’ll explain how to deal with employees who are always absent while maintaining fairness, compliance, and professionalism in your workplace.
1. Understand the Types of Absenteeism
Not all absences are the same. Before taking action, it’s important to identify the nature of the problem:
✅ Justified Absenteeism
These are legitimate absences — for example, medical leave, emergency family matters, or approved annual leave.
❌ Unjustified Absenteeism
This includes repeated “no-show” days, fake MCs, or employees who frequently call in sick without valid proof.
By distinguishing between the two, employers can avoid unfair treatment and respond appropriately based on the situation.
2. Review Your Company’s Leave Policy
A clear, well-communicated leave policy helps prevent confusion and abuse. Every employee should know:
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How to apply for leave and medical certificates (MCs)
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What counts as paid vs unpaid leave
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The consequences of excessive unapproved absences
If your company doesn’t have a proper policy in place, employees may take advantage of the uncertainty.
Tip: Make sure your company handbook or employment contract clearly defines absenteeism and the disciplinary process.
With Pandahrms, you can easily publish and share your leave policy in the system, so employees always know the rules.
3. Track Attendance and Leave Patterns Consistently
One of the most common mistakes HR makes is failing to maintain accurate attendance data. Without proper records, it’s difficult to prove patterns of absenteeism or justify disciplinary action.
This is where automation makes a big difference.
Using Pandahrms, HR teams can:
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Track all employee leave and attendance records in real time
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Identify recurring absences or unusual patterns instantly
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Generate reports to support disciplinary or review decisions
Having this data on hand ensures transparency and helps you take action backed by evidence — not assumptions.
4. Communicate and Identify the Root Cause
If an employee is frequently absent, start with a private conversation. Don’t assume they’re being irresponsible — there may be genuine reasons such as:
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Health or family issues
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Workplace stress or burnout
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Conflicts with colleagues or supervisors
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Lack of motivation or engagement
Ask open-ended questions to understand what’s really going on. Sometimes, showing empathy can help resolve absenteeism before it escalates into a bigger issue.
5. Issue Warnings or Initiate a Domestic Inquiry if Needed
If the employee continues to be absent without valid reason, despite reminders and counselling, it’s time to take formal action.
Employers should follow these steps:
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Issue a Show Cause Letter asking the employee to explain their repeated absences.
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If the explanation is unsatisfactory, conduct a Domestic Inquiry (DI) in line with Malaysian employment law.
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Based on the inquiry outcome, decide on appropriate disciplinary measures — such as written warnings, suspension, or termination.
Remember: Termination should always be the last resort and must follow due process to avoid claims of unfair dismissal under the Employment Act 1955 or Industrial Relations Act 1967.
6. Promote a Healthy Work Culture
Absenteeism is often a reflection of workplace culture. To reduce absenteeism in the long run:
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Encourage work-life balance and flexibility where possible.
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Recognize employees with good attendance records.
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Provide support for stress management and wellbeing.
When employees feel valued and supported, they’re more likely to show up consistently and perform better.
7. Simplify Absence Tracking with Pandahrms
Keeping up with attendance manually can be a headache — especially for growing teams.
With Pandahrms, you can manage all leave and attendance data from one centralized HR platform.
Pandahrms allows you to:
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Track real-time leave balances and applications
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Record attendance seamlessly via web or mobile app
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Generate reports for absenteeism patterns
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Integrate leave approvals directly with payroll
By automating your HR processes, you save time, reduce errors, and maintain full visibility into your workforce — helping you make data-driven HR decisions confidently.
Final Thoughts
Dealing with employees who are always absent requires both fairness and consistency. While disciplinary action is sometimes necessary, prevention is always better than cure.
With the right policy, open communication, and reliable HR tools like Pandahrms, employers can effectively manage attendance while maintaining a productive and positive work environment.
