how do i write memo or warning letter to employee
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how do i write memo or warning letter to employee

Michkong2602 Started The Discussion:

hi all, how do i write memo or warning letter to the employee that left his key in the truck

nm2004hr - Member Since: Aug 2010
Hi Mich,

Find below the format of warning letter on Absentism.

Warning Letter in case of absence without information


Date: ____________


To
Mr.
Designation:.


Sub. Warning Letter

Mr.

It has been observed that you have proceeded on leave without prior permission of the concerned authorities, resulting in willful insubordination and gross negligence of duties, in your capacity as Designation.

Absenting yourself from duties without prior intimation is a misconduct for which you are making yourself liable for necessary action.

You are hereby warned to refrain from such activities; failure to do so shall invoke appropriate action.

You are further advised to submit a written explanation on your unauthorized leave as soon as you receive this letter or as soon as you resume duties.

Kindly treat this as very urgent.


For Company Name





Authorized Signatory,

Hope it will help you in the same.
(submitted by Mr Amit in citehr)

Rgds
NM

Dinesh Divekar - Member Since: Nov 2006
Dear nm2004hr,

Please refer your reply of the above mentioned post. I would not like to find fault as such however, I found following anomalies in your memo:

a) While writing the memo, you should be clear since when employee has proceeded on leave i.e. you should mention the date since which the employee is absent.

b) When you write a warning letter, it is assumed that this warning itself is a punishment. In the warning letter you cannot ask explanation. If you ask explanation then it becomes show cause notice. Otherwise give the heading of the letter as "Unauthorised Absence".

c) You could have brought clarity in your draft i.e. write "your absence from your duties from ____ (date) is misconduct under the provisions of Section ____, Paragraph ____, Clause ___ of approved and certified Standing orders"

OR

"your absence from your duties from ____ (date) is misconduct under the provisions of Paragraph ____, Clause ___ of appointment letter dated ____ issued to you".

d) Your last sentence reads as "Kindly treat this as very urgent". Since in the preceding paragraph, you have mentioned, when the respondent of this letter should reply, again this sentence is not required. Moreover, the word "Kindly" has got no place in the correspondence that pertains to discipline or indiscipline.

The above corrections are in best interest of yours and no way to offend you.

Recently, I had given draft of the letter for extended leave without permission. You may refer the following post:

Memo for extended leave without any informati

Ok...

Dinesh V Divekar
Management & Behavioural Training Consultant
Bangalore - 560094
+91-99001-55394-
dineshdivekar(at)yahoo(dot)com

Limit of your words is limit of your world
.

philipshines - Member Since: May 2010
HI Mich, Please Find there are some attachments Below......!


Attached FilesProvided by community member philipshines. Join us to learn and grow with your peers.
File Type: doc Show Cause Notice.doc (25.0 KB, 5509 views)
manjukalra - Member Since: Dec 2008
Dear Mr Dinesh

The corrected draft on 'warning letter' is very well written.

you can also mention that the difference between the format of a letter and a memo .

manju kalra

Prof: Business Communication
Dept of English
7th April University
Libya

manjukalra - Member Since: Dec 2008
Dear Mr Dinesh

The corrected draft on 'warning letter' is very well written.

you can also mention that the difference between the format of a letter and a memo .

manju kalra

Prof: Business Communication
Dept of English
7th April University
Libya

khalidpower - Member Since: Nov 2010
Every thing is perfect in the Format for warning letter, except in the first para

YOU ARE NOT REPORTING ON DUTY is to be replaced against you have proceeded on leave.

KHALID SAYEED SHAIKH (09824727570)
GENERAL MANAGER.
VC
GUJRAT

Find below the format of warning letter on Absentism.

Warning Letter in case of absence without information


Date: ____________


To
Mr.
Designation:.


Sub. Warning Letter

Mr.

It has been observed that you have proceeded on leave without prior permission of the concerned authorities, resulting in willful insubordination and gross negligence of duties, in your capacity as Designation.

Absenting yourself from duties without prior intimation is a misconduct for which you are making yourself liable for necessary action.

You are hereby warned to refrain from such activities; failure to do so shall invoke appropriate action.

You are further advised to submit a written explanation on your unauthorized leave as soon as you receive this letter or as soon as you resume duties.

Kindly treat this as very urgent.


For Company Name





Authorized Signatory,

Hope it will help you in the same.
(submitted by Mr Amit in citehr)

Rgds
NM[/QUOTE]

siba - Member Since: Aug 2006
Mr. Dinesh Divekar , Mr. Dinesh Divekar has mentioned with clarity which is the correct one. Thanks,

Bob Gately - Member Since: Feb 2005
"how do i write memo or warning letter to the employee that left his key in the truck" Is the memo a substitute for talking to the employee?

tgpenney@gmail.com - Member Since: Nov 2010
the key in any letter is the meaning
plus the correction
Blame never solves a problem correction in the letter is the punch that get it done
One state the problem noted
How many times
The companies direction or policy
The cause and effect of doing the problem
Last but not least the working solution for correction
and the plus one theory of if you continue with this action what is the next step after this one
Most companies have warning policies, forms and letter if you need either or all of the above just email me I will send you piles of material
Best of the day
Terry



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