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New Employee Absenteeism: Strategies for Employers

In today's workforce, dealing with suspicious claims of illness or long-term absenteeism among new employees can pose significant challenges for companies. Understanding how to navigate these situations legally and effectively is crucial for maintaining a healthy work environment. The Koyo Clean Employment Development Association, based in Chiyoda, Tokyo, has recently published a comprehensive seminar video designed to assist employers in this very aspect. This initiative aims to tackle the increasing occurrence of employees reporting health complaints shortly after commencing their roles, followed by extended leaves of absence.

The Contractual Relationship and Its Implications

Employees and employers are bound by a labor contract, which stipulates that employees must fulfill their work responsibilities as agreed upon. When an employee claims to be unwell and takes a leave, it essentially breaches this contract unless substantiated by objective medical evidence. The seminar emphasizes the importance of requesting a doctor's note as a way to validate the employee’s claims, ensuring that the company can address such absences appropriately.

Key Steps for Employers

Requesting Medical Documentation

It’s vital for companies to require a doctor's note when an employee claims to be unable to work due to illness. This process serves as a protective measure against potential misuse of sick leave. Employers are encouraged to engage in open communication about this requirement to foster a transparent workplace culture.

Managing Doubtful Cases

Despite receiving a doctor's note, there may still be instances where the validity of the claim appears questionable. In such cases, Koyo Clean emphasizes the option of conducting a consultation with the employee’s physician, but only with the employee's consent. This step can provide additional clarity and help employers determine the best course of action moving forward.

Seminar Overview

The seminar is designed not only for employers but also for media professionals. It includes a concise summary video available on YouTube, highlighting key points and strategies covered in the session. Additionally, a follow-up individual inquiry session for media representatives is scheduled for June 5, 2026. This event offers an opportunity for deeper discussion about the issues at hand, including case simulations and practical solutions.

Individual Inquiry Session Details

• - Date: June 5, 2026
• - Time: 12:00 PM onward (Adjustable for individual queries)
• - Format: Available via phone or online
• - Audience: Media and Press Personnel
• - Cost: Free
• - Registration: Inquiries can be directed to the administrative office at [email protected].

Addressing Specific Concerns

The seminar will cover common questions such as:

• - Why it’s crucial not to overlook dubious health claims from new employees.
• - The risks that accrue when employees are allowed to rest solely on personal claims without validation.
• - Legal perspectives on how unauthorized absences constitute breaches of labor contracts.
• - Real-world scenarios where employees may attempt to manipulate sick leave with fraudulent diagnoses.
• - Effective methods for conducting meetings with health care providers when concerns arise about an employee’s claim.
• - Preventative measures that human resources personnel should take to minimize potential conflicts.

Meet the Expert

The session will be led by Jun Ono, a certified social insurance labor consultant with extensive experience in conducting over 400 workshops focused on labor issues and harassment prevention. He is noted for his practical approach, emphasizing the application of legal principles in tangible workplace settings. As a program director and lecturer for the Employment Clean Planner certification, he brings valuable insights into managing labor relations.

About Koyo Clean Employment Development Association

Founded in 2023, as a part of the SA group, Koyo Clean specializes in training and certification in labor and harassment prevention. With over 750 certified Employment Clean Planners across various sectors, the association is dedicated to fostering healthy work environments throughout Japan. More information can be found on their official website: Koyo Clean.