When a team member suddenly stops responding, it can be unsettling for everyone involved. We recently supported a client whose employee appeared to have gone completely off the radar no calls answered, no emails returned, and no explanation.
Situations like this can feel stressful, but a calm, structured approach protects your business and ensures you’re acting fairly. Here’s the guidance we shared.
1. Start by Checking They’re Safe
Before anything else, lead with genuine concern.
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Try calling, texting and emailing the employee.
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If there’s still no response, contact their emergency contact.
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If you have any reason to believe they may be at risk, contact the police and request a welfare check.
Your first priority is always their wellbeing.
2. Follow Your Internal Absence Process
Next, refer to your unauthorised absence policy and follow it step by step. Consistency is key it protects your people and your organisation.
If you don’t currently have a policy for unauthorised absence or AWOL situations, now is the time to create one. A clear process removes uncertainty and ensures fairness.
3. Keep Detailed Records
Document everything:
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Every attempt to contact the employee
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Any messages left
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Any responses received
If the situation later becomes a disciplinary matter, these records demonstrate that you acted reasonably and responsibly.
4. Allow Reasonable Time for a Response
If there’s still no contact, send a formal written request asking the employee to explain their absence. Allow a fair timeframe for them to respond typically 7 to 14 days, depending on the circumstances.
5. Begin Formal Action If Necessary
If the employee still doesn’t respond, you may need to start a disciplinary process.
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Investigate the situation thoroughly
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Follow your standard procedures
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Avoid making assumptions
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Only make decisions about dismissal once the full process is complete
Fairness and consistency are essential.
6. Prepare for Their Return
If the employee does return to work:
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Hold a return‑to‑work meeting
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Listen to their explanation
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Explore any support they may need
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Agree next steps together
This meeting helps reset expectations and rebuilds clarity on both sides.
A Calm, Clear Process Protects Everyone
When someone disappears without explanation, it’s natural to feel frustrated. But following a structured, compassionate process ensures you act fairly, legally and with integrity.
If you’d like support reviewing or updating your absence procedures or creating a clear AWOL policy the Starfish People HR team are here to help.
Message me or Book a FREE consultation
