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Approach by getting their reasoning first, giving the benefit of a doubt. Once they explain, reiterate the policy and what a better way could have been to approach their time off given the information they provided you. Ask that they adhere to the policy going forward, and if they ever aren’t sure to reach out to you (or whoever). If applicable, offer what happens next time this occurs (formal warning, write up, goes in file, etc.). End that statement positively “but I’m sure it won’t come to that!” Finally, ask if they have any other questions you can answer and if they understand what y’all have discussed today. If at any point they ask something and you don’t know the answer, my favorite phrase is “I don’t know the answer to that right now, but I can ask XYZ and we can learn together”. Good luck!
Scheduled time off is a notice, not a request. As long as they had a designated backup contact and someone(s) that could take over for them if needed while they're out, it shouldn't be an issue. If they did not have appropriate coverage, and/or something went wrong, then you'll need to take appropriate measures to let them know, take action to mitigate in the future, and possibly review policy with the team in general as a refresher for expectations.
The problem is they did took the time off and didn’t inform the client to figure out coverage. My DR just left.