Is Your Staff Leaving Early Without Telling You? Here's What to Do

Employees sometimes take leave because of sickness, family emergencies, or simply decide to leave work early.

That’s normal. But if it keeps happening, starts to form a pattern, and the reasons are unclear or not valid, then it becomes a problem you shouldn’t ignore.

In this article, we’ll explain what leaving early means, how Malaysian law views it, and what you can do as an employer to handle it properly. Read on to find out more.

Define "Leaving Work Early" & Reasons

Leaving early means exiting the workplace before scheduled working hours are completed, without proper notice or approval.

Sometimes, the reasons are understandable: medical emergencies, family issues, or sudden health problems.

But other times, it could be due to disengagement, burnout, or even taking advantage of lenient policies.

Legal Perspective in Malaysia

Under the Employment Act 1955, leaving work without permission may fall under misconduct, especially if it affects productivity or disrupts the workplace.

But taking action too quickly or without proper procedure can backfire. Then, what things you need to do?

Early departure without approval can be considered unauthorised absenteeism.
If the behavior repeats, it may be grounds for disciplinary action, including warnings or even dismissal, but only if the proper process is followed.
Employers must take fair and documented steps, such as issuing a show cause letter, conducting a domestic inquiry, and giving the employee a chance to explain.

So, before jumping into action, gather the facts and follow the correct channels.

Company Policy & Employee Handbook

If your team doesn’t know what’s expected, it’s easy for things to go wrong. That’s why a clear attendance policy in your employee handbook is important.

Your policy should cover:

What counts as a valid reason to leave early (e.g., medical appointments, family emergencies)?
Who to inform and how is a message to the manager enough? Or should it be formal?
What happens if someone leaves early without permission, and how repeat offenses are handled.

Having everything written down removes confusion and gives you a strong foundation if action needs to be taken.

Types of Early Leave Scenarios

There are three common scenarios in which employees leave early from the office on a day-to-day basis:

With Permission

Sometimes, employees need to leave early, and they tell you in advance.

Maybe they’re feeling unwell, have a parent-teacher meeting, or need to catch a bus. In such cases, be open to a discussion.

Some might prefer to make up time later, such as skipping part of their lunch break or starting earlier the next day.

Without Permission

This is where the problem begins. If an employee repeatedly leaves without informing you, or just quietly disappears before shift ends, it disrupts operations.

During Probation

For new hires under probation, early departures should be watched more closely. This period is meant for evaluating reliability and discipline.

If a probationary staff member leaves early without a valid reason, it could be a warning sign.

Impact on Business Operations

When someone leaves early:

Productivity drops, especially if the person’s role is time-sensitive or customer-facing.
Other team members might feel it’s unfair and question why they’re still working.
In some cases, client service or project delivery might be affected, especially if the person was needed for closing tasks.

Left unchecked, early departures can slowly become part of the company culture and that’s much harder to fix.

Steps to Take as an Employer

Start with a fair and firm process:

Investigate the situation. Was it a one-time thing? Or is there a pattern?
Speak to the employee privately. Ask why they left early. Sometimes, the answer might surprise you: personal struggles, stress, or even confusion over expectations.
If it happens again, issue a verbal or written warning.
For repeat behavior, issue a formal warning letter (you can use a warning letter template to document it).
Keep a written record of each conversation and action taken. This helps in case further steps are needed.

When to Issue Disciplinary Action

If you’ve already spoken to the employee, but the behavior continues, that’s when disciplinary action may be necessary.

Here’s the fair and proper process HR should follow:

1. Issue a Show Cause Letter

This is a formal letter asking the employee to explain their actions.

It should include the date(s) and time(s) of the early departure, what policy they may have violated, and a request for their written explanation.

Give them a deadline (e.g., 48 hours) to respond.

2. Review the Explanation

Once the employee submits their explanation, evaluate it fairly.

If they raise valid reasons, such as a personal emergency or misunderstanding of the policy, you might choose to offer support or just issue a reminder.

But if the explanation doesn’t justify their actions, you can proceed.

3. Conduct a Domestic Inquiry (if needed)

In repeated or serious cases, especially when there's a dispute, conduct a domestic inquiry.

This is like a small internal hearing where the employee is asked questions, and their side is heard.

It’s also your chance to present evidence, such as attendance records or witness statements.

The inquiry should involve a neutral panel and follow proper procedures to make sure the decision is fair.

After the inquiry, HR can decide on the next steps, whether it's a formal warning, suspension, or termination.

Can You Deduct Salary If an Employee Leaves Early?

This is a common question. According to Malaysian labor law, salary deductions are only permitted in specific cases, such as:

Pro-rata deductions if the employee doesn’t complete a full working day
Approved under the Employment Act or agreed in the employment contract

That said, you need to tread carefully. Making unlawful deductions could lead to complaints or legal action.

If you're unsure, it’s best to consult a professional or check with the Department of Labour.

Preventive Measures

Prevention is always better than correction. Employers can focus on:

Update and communicate attendance policies regularly. Don’t just put them in a handbook and forget about them.
Engage with your team. Sometimes, early departures are a symptom of disengagement or burnout. Create space for feedback. Ask what’s working and what’s not.
Offer flexibility where possible. If your business model allows it, let high-performing employees start earlier or finish earlier as long as they meet expectations. It’s about results, not just clock-watching.

Also, consider small perks: wellness hours, no-meeting afternoons, or themed lunches.

Sometimes, the reason people leave early is because they’re mentally checked out. A simple cultural shift can help bring them back.

FAQ

Can I fire someone for leaving early?

Yes, but only in serious or repeated cases, and you must follow the right disciplinary steps. Never fire someone on the spot for leaving early once.

How many times is “too many”?

If it’s a pattern, say, more than 2–3 times a month without reason, it’s worth addressing formally.

What if they finished their work?

Even if tasks are complete, leaving without notice or approval is still a concern. It’s about respect for the job, the schedule, and the team.

Is leaving early considered absenteeism?

Yes. While it’s not full-day absenteeism, it still counts as partial absenteeism, especially if it’s undocumented or unauthorised.

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