Administration Head
Hr & Administration
Hr, Meditation, Yoga
Recruitment, Payroll Management, Statutory
Raj Kumar Hansdah
Shrm, Od, Hrd, Pms
Training And Development
Labour Laws And Ir
Senior Officer - Admin
+5 Others

Thread Started by #garima2281

Hi everybody,
In our office pen drives are banned but we found still people are doing the same.
My boss has asked me to prepare a warning letter regarding the same.
Please help me to do this.
Thanks & Regards,
1st December 2010 From India, New Delhi
Dear Garima,
Please find the below one, hope it will help you upto some extent----
To, Date:
Mr. X
Sub: Final Warning
Dear X,
As per the company policy pen-drives or any storage devices are not allowed to carry in the premises. In spite of knowing the policy and even after so many reminders on the same, we still find you carrying pendrive in the premises, which can be considered as your negligence to the company policy. Your ignorance and inability to comply with the Company Policy leaves us with no choice but to serve you with a final warning, if there is any such incident come across in future, a severe action will be taken on you which could include the immediate termination of your services without any further warning.
Please acknowledge receipt of this letter by signing and returning the attached duplicate copy to us.
Thanking you,
1st December 2010 From India, Visakhapatnam
Hi Garima the best solution of your problem is to be done by your IT deptt. Ask them to remove the devices to use this PAN dvcs and also they can use the softwere so that no one can use these kind of other hardware with your Office computer.
You cant make a watch on every employee everytime and there is noting will hepnd with this warning letter.
Hope you got my point
1st December 2010 From India, Gurgaon
Ask your IT(Network or System admin to Disable USB serial controls so that they can’t use Furhter with Admin Rights Regards, Vishnu Tech Support
1st December 2010 From India, Bhilai
Dear Garima, Simple and effective solutions provided by Anil Kumar Arora and Vishnu. You can’t police them all the time. M.V.KANNAN
2nd December 2010 From India, Madras
Dear Garima, If it is a small company with less number of employees then I understand that may be IT department is not there ,in that case the warning letter posted above will work .
2nd December 2010 From India, Kanpur
I don’t have letter but here is the way to block it permanently. Start-> Run-> regedit - Press Enter. Windows Registry Editor Version 5.00 "Start"=dword:00000004
2nd December 2010 From India
Dear Garima
Why roam around the bush ???
Why not follow a simple solution ??
Doesn't it look simple than issuing letter, policing afterwards, etc.etc.
Please call your PC administrator and disable it immediately !!
2nd December 2010
Thanks for providing a warning letter format.

Dear Garima

I think before issuing a Warning Letter; you must specifically inform the employees about the matter.

I am modifying the warning letter to a CIRCULAR which can be displayed/circulated among employees before taking any disciplinary action.
Date :

As per the company policy employees are not allowed to carry pen-drives or any storage devices within the premises.

In spite of many reminders on the same, it has been noticed that employees still carry pendrive in the premises. This amounts to non-compliance with the Company Policy.

All employees are hereby warned that if any such incident comes across in future, severe action will be taken against the offender(s) which could include immediate termination of services without any further warning or notice.

All employees are requested to note and comply.


Warm regards.

2nd December 2010 From India, Delhi
dear ms. garima,
If your industry type does not support you to block usb data drives,
You can also opt for software available in the market that keeps log and track of data transferred through usb data drives.
First general notice as drafted by mr raj , then incident wise personal memo and then final notice as drafted by mr. Singh. And then punishment.
Remember , if you initiate action take complete action.
Dear mr. Anil arora,
You have given a very nice suggestion , BUT check your language. You are not talking to your girlfriend in person.
Sunil Agarkar
Advocate & consultant
3rd December 2010 From India, Vadodara
hi garima.. i don’t think warning letter or circular will work because the one who has to do it will use the time when you are not disabling the usb port is the best idea..
3rd December 2010 From India, Jaipur
Hi, Instead of issuing nitice it is better to disable USB connection from all the machine. Instruct your IT department to Disable all the USB connection. Regards, N S Anand
3rd December 2010 From India, Bangalore
Gramia, If you have installed quick heal total security on your pcs than just go to options & disable the usb connectvity. No one will be able to connect the same. And even though if any one connects the same will not be able to use/ open/ transfer data from the PC's.

3rd December 2010 From India, Nasik
Hi everybody,
My boss has asked me to prepare a notice every employee has to provide pre=planned leaves on 1st of every month otherwise those leaves will be makred as unapproved loss of pay as per leave policy.
Please help me to do this.
Thanks & Regards,.
28th June 2017 From India, Jaipur
I need to mail the staff about not using personal pen drives and laptop in the office.
7th December 2017 From India, Chandigarh
Dear Sir,
Not Proper Work in Production Please Help in Notice ( Work in Panel Board)
24th March 2019 From India, Ahmedabad
Reply (Add What You Know) Start New Discussion

Cite.Co - is a repository of information created by your industry peers and experienced seniors. Register Here and help by adding your inputs to this topic/query page.
Prime Sponsor: TALENTEDGE - Certification Courses for career growth from top institutes like IIM / XLRI direct to device (online digital learning)

About Us Advertise Contact Us
Privacy Policy Disclaimer Terms Of Service

All rights reserved @ 2017 Cite.Co™