Employees suddenly stopping work without notice is a challenge many UAE employers face, and it can disrupt operations and affect business performance. Handling such situations properly is essential to avoid legal risks, stay compliant with UAE labour laws, and protect your company. This article provides a step-by-step guide for employers on managing absences, from initial attempts to contact the employee, to filing reports and maintaining documentation. By following the right procedures, businesses can reduce risks of illegal absenteeism, ensure compliance, and resolve cases efficiently while safeguarding both legal and operational interests.
When Does Absence Become Reportable?
Employees occasionally miss work without notice. While short absences happen, repeated or prolonged absences can create serious operational and legal issues. Knowing when to report an absence is crucial for UAE employers to stay compliant and protect the business.
Understanding the Law
Under recent UAE labour regulations, an employee absence becomes reportable if:
- The employee misses seven or more consecutive days without explanation.
- The employer cannot reach the employee despite multiple attempts.
It is important to confirm there is no valid leave or legitimate reason before taking action. Medical emergencies, approved vacation, or official business travel are valid exceptions. Reporting too early or without proof may lead to disputes or legal challenges.
Steps to Verify Absence Before Reporting
- Check attendance logs and leave records.
- Attempt contact through phone, email, and registered correspondence.
- Document all attempts for future reference.
- Ensure absence exceeds the legal threshold for consecutive days absence.
Following these steps allows employers to act confidently while maintaining legal compliance and minimizing the risk of disputes. Proper verification not only protects the company but also ensures fair treatment for the employee, creating a balanced approach to workforce management.
What First Steps Should the Employer Take?
When an employee stops showing up without notice, taking immediate and structured action is essential. Proper steps help employers stay compliant with UAE labour laws and reduce potential legal complications.
Step 1: Attempt Direct Contact
- Call the employee on their registered phone number.
- Send emails and text messages clearly requesting an explanation.
- Keep a record of all attempts, including dates and times.
Documenting communication is vital, as it can serve as proof if further action is needed.
Step 2: Review Internal Records
- Check attendance logs to confirm missed days.
- Review leave requests to ensure the absence is unauthorized.
- Note any prior warnings or disciplinary actions.
Maintaining accurate attendance tracking ensures decisions are based on verified information and helps prevent misunderstandings.
Step 3: Prepare for Official Action
If the employee cannot be reached and the absence exceeds the legal threshold, start preparing to file a formal report with the Ministry of Human Resources and Emiratisation (MOHRE). Collect all necessary documentation, including attendance records, correspondence, and copies of contracts.
By following these initial steps, employers protect their business, ensure legal compliance, and handle absences professionally, minimizing disruption and risk.
How to File an Absconding or Absence Report
When an employee stops showing up to work without explanation, filing an official report is often necessary. Doing this correctly protects your business and ensures compliance with UAE labour laws.
Step 1: Use the Official Government Portal
Employers should submit the absence or absconding report through the Ministry of Human Resources and Emiratisation (MOHRE) portal or the relevant government channel. Professional guidance from firms like Al Kabban & Associates or Mahad Human Resource Consultancy can make the process smoother and error-free.
Step 2: Prepare Required Documents
Before filing, gather all necessary documents, including:
- Employee passport copy
- Labour card or work permit details
- Company licence copy
- Proof of attempts to contact the employee (calls, emails, messages)
Providing complete and accurate documentation reduces delays and supports your case if questions arise.
Step 3: Ensure Accuracy and Compliance
False reports can backfire legally, so confirm that the employee’s absence is truly unauthorized. Double-check attendance records, prior leave approvals, and internal communications. Filing a report responsibly protects your company and prevents legal disputes.
By following the correct absconding report procedure, employers can address employee absences efficiently while maintaining compliance with UAE labour regulations and minimizing operational disruptions.
What Happens After Report Submission?
Once an employer submits an absence or absconding report to the authorities, several official steps follow. Understanding these ensures you handle the process correctly and avoid complications.
MOHRE Action on Employee Absence
- The Ministry of Human Resources and Emiratisation (MOHRE) reviews the report and may cancel the employee’s work permit and visa if the absence is confirmed and unauthorized.
- Visa cancellation can impact the employee’s legal status in the UAE immediately, preventing further work or travel.
Additional Notifications
- Employers must also inform immigration or free-zone authorities if the employee is registered in a specific free zone.
- This step ensures that all government systems reflect the updated status and avoids potential future disputes.
Maintain Records for Protection
- Keep all documentation and communication logs, including emails, messages, attendance records, and any warnings issued to the employee.
- Proper record-keeping helps during audits, legal challenges, or visa-related investigations.
By following these steps, employers safeguard their business, comply with UAE laws, and ensure smooth resolution of employee absences, minimizing risk of visa cancellation UAE issues.
Common Pitfalls Employers Should Avoid
Handling employee absences in the UAE requires careful attention. Even small mistakes can lead to delays, legal complications, or rejected reports. Employers must understand the common pitfalls to ensure compliance and protect their business.
Filing Reports Too Early
Submitting an absconding or absence report before confirming the employee has exceeded the legal threshold can backfire. Always verify:
- The employee’s absence surpasses seven consecutive days without valid reason.
- All attempts to contact the employee have been documented.
Overlooking Legitimate Reasons
Not every absence is unauthorized. Ignoring legitimate situations can invalidate your report:
- Approved leaves, vacation, or sick leave.
- Medical emergencies or hospitalizations.
- Ongoing labour disputes or contract negotiations.
Poor Record-Keeping
Proper documentation is crucial. Employers should maintain accurate communication logs, attendance records, and proof of attempts to reach the employee. Missing or inconsistent records are a documentation error that can complicate legal procedures and delay approvals.
By avoiding these pitfalls, UAE employers can submit precise, compliant reports while minimizing disputes. Partnering with a professional service like JVC Typing Center ensures all documentation is complete, accurate, and handled according to UAE labour regulations.
Take Control of Employee Absences with Confidence
Prompt action, proper documentation, and compliance with UAE labour law are key to protecting your business when employees stop showing up. Be fair but firm, verify facts, attempt multiple contacts, and file reports only when necessary. For peace of mind, consult legal or PRO experts to avoid risks or false claims.
Need expert support? Contact JVC Typing Center PRO Services on WhatsApp.
FAQs
1. When can I file an absence or absconding report under UAE law?
You can file a report if the employee is absent for seven or more consecutive days without notice and attempts to contact them fail.
2. Will my company face a penalty if the employee returns before MOHRE action?
No, if the employee returns voluntarily, the report may be withdrawn. Proper documentation helps avoid penalties.
3. Is an employer required to provide a bank guarantee when reporting absconding?
A bank guarantee is generally not mandatory, but some free-zone authorities may request it depending on the company type.
4. What valid reasons can prevent an absence from being classified as unauthorized?
Approved leave, medical emergencies, or labour disputes are valid reasons that protect the employee from absconding classification.
5. Can the employee appeal if they were reported by mistake?
Yes, the employee can appeal to MOHRE, and employers must provide records and proof of communication.