Hi. Iam Working In An Hotel Industry As An Hr Manager. I Need Your Help. I Need To Know That What Is The Procedure Of Warning Letter And Memo. Coz One Employee Was Caught Sleeping On Duty. Should I Issue Him A Warning Letter Or Issue Him A Memo And Ask For Explanation For The Same. And How Many Letters Are Required To Terminate The Employee. Pls Help Me .

From India, Pune
Rajeev Verma
Hr Professional
Recruitment, Pay Roll, Hr-mis, Training
Hr And Admin
+8 Others

I am attaching the format of warning letter, you can change according to your needs.
check the attachment.
Its not correct that only coz of sleeping in the office, you cannot terminate them, Think in a HR point of view, Its general things some times employee will fell sleepy may be coz of tiredness, not felling well or some other personal issues.

From India, Mumbai

Attached Files (Download Requires Membership)
File Type: doc Disciplinary Memo.doc (20.0 KB, 29935 views)
File Type: doc WARNING LETTER.doc (19.0 KB, 18444 views)


thanx for replying. but i need to know that how many warning letters are required to terminate the employee.
From India, Pune
Rajeev Verma

Mr. Gaurav Arora,
Their is no hard and fast rule about it. Either You can issue warning letter for sleeping in his/her duty hours or you can issue show cause notice and ask his/her written explanation for such indiscipline.

Usually Three or more minor misconduct constitutes Major Misconduct, but even the repition of minor misconduct on three or more occassion you just cant terminate the services of an employee.

For termination or dismissal of an employee, their has to be some valid reasons like Fraud, indulging in an act of violence etc.

Even involvement of an employee on the above act of indiscipline, certain procedure falling under the preview of Industrial Dispute Act has to be followed.

A breif summary of the steps involves are as under:

1. Issue of Charge sheet asking written explanation.
2. Manage not satisfied with the explanation.
3. Notice of domestic enquiry to judge the gravity of misconduct.
4. Appointment of Enquiry Officer.
5. Enquiry Proceedings.
6. Submission of report by the Enquiry Officer to the Management with finding.
7. Show cause notice to the employee clearly mentioning that he is guilty and ask for the written explanation in the same.
8. Finally the order.

Hope you will now have an idea about it.

From India, Delhi

:-P Hi,
Regarding issue of warning letters, please refer your company's service rules if any governing the same and you have to proceed on those lines. In absense of any specific service rules, you can terminate an employee for any misconduct after issuing chargesheet and conducting domestic enquiry with recommendation from the enquiry officer. You shall follow industrial jurisprudence in this regard ie give the errant employee full opportunity of being heard.

From India, Madras

I need to issue a warning letter as the employee is not performing ,not taking his duties seriously, running away from them, not reporting to his Sr. in a proper manner... etc.. Please can you forward me a letter for this. Thanks

From India, New Delhi
Kalpana M Iyer

What is the procedure in case employee refuses to accept warning letter twice - first hand delivered, second time by regd. a/d? Do we go for charge-sheet directly?
From India, Pune
Rajeev Verma

Resual to accept any kind of Official written communication itself constitute an act of indiscipline, in case of refusal of any official communication, same can be publish in the local newspaper and that is deemed to be served to the employee.
From India, Delhi
Elisante Yona

Hi Gauravarora
To me I think the solution is not to rush for a warning letter,as a Proactive HR try to talk to the employee.Nowadays efforts should be made to correct employee behaviour through a system of graduated disciplinary measures such as counseling and warnings.The effect of a warning is to notify the employee that a further offence of a similar nature may result in major serious disciplinary action being taken,if final warning was given and warning should apply for a specified period of time.
But if you want to issue warning letter
i. Issue charge sheet to employee for the allegations
ii.Conduct domestic inquery
iii.Appoint the enquiry officer.
All in all as a HR manager focus on graduated disciplinary system,especially counseling,you will get to know many things instead of rushing to those procedures
Elisante Yona

From Tanzania

Dear Gaurav, I am also working in hotel Industry as a HR Manager. Files are not getting uplode. if you can give me your email address. i will fwd you some formates Regards, Shilpa:)
From India, Mumbai

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