Whatever the need, your writing must always be courteous. Remember, courtesy begets courtesy!
Leave, and leave related issues, must be part of a very comprehensive 'leave' SoPs, and along with the appointment letter, and related documents, this document must form part of the annexures.
First talk over the issue with the staff for the misdirected absence - could have been an emergency, and was unable to contact the HR or supervisor - you know where both stand. And work out a solution.
For such a situation , some additional clause, can be added to the SoPs, after a detailed dialogue with the management.
All staff must be very clearly informed / educated on these relevant issues.