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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,

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,

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

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
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
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 .
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
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 !!

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.

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

From India, Vadodara

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