Employee Personal File Closure

Hi All,
If any employees leave the organisation within certain month without submitting his/her resignation letter. How we can Close there personal file in employee database. I require steps for file enclosure.

Please check the file if the required documents have submitted by the resigned employee. if the file is complete; we can go ahead and relieve him with relieving letter and experience letter.also keep a signed copy(by the employee) of this in the personal file.

you can also keep a proof of his abscond by sending a mail to the abscond employee mail id and try to get a reply from him/her.

Hi Meenakhin@
Thanks for reply but the candidates has left the organisation long time back & i think i wont get a mail or something like that. Can we make self resignation letters, signed them from there HOD or Authorized signatory ??
Regards,
Sonal

Dear Sonal,
A personal file is a book where all the personal details and professional details of an employee is preserved.
In case an employee resign and gets relieved officially, then the resignation letter along with the relieving letter and the experience letter get filed in his / her personal file and the file is closed.
But in case if an employee resign without submitting his / her resignation letter and is termed notice, then their personal file is not closed. The notice from the employer, is given and filed accordingly in the personal file. till the final settlement is not completed of the absconding employee the file is not closed.

Dear Sir,
Issue a letter sating that he has abandoned his job from ....date and not attending to duty, and
direct him to attend for duty on or before..........(give 10days time) , sate that if he fails to attend, his service will be deemed as terminated.
If he not returns for duty. send his termination letter and close his file.
D.Gurumurthy
HR/IR Consultant

Dear Seniors
I have recently join a company. I have to setup a HR Dept as there is no such dept in this co. earlier. There is no personal files. No body has been given appointment letter as well & if given to some of them its not filed anywhere in office. People are very restricted and dont want to submit their basic doc. also.
I have just circulate a Employee data Form to generate information. Dont know what employment terms has been given to them.
What should be my prior step. Please guide.