I would say, such a Warning; "you are spening 3-4 hours on daily basis for your personal work". is not only ridiculous; it also signifies the inability and inefficiency of the company in terms of their supervision and ability to take work from employees.

Such a poorly drafted (vague) warning letter , signed by a GM-HR; would only signify the quality of Management and the reason "of spending 3-4 hours on daily basis" on personal work.

One should be careful in drafting such letters.

There should not be ANY BIAS.

The statement " 3-4 hours on daily basis" is vague and prejudicial. An employee in a Court can easily point out that these charges are IMAGINARY and can not be substantiated. Only a foolish management will accept this in court and be a laughing stock that their employees are working only FOR HALF THE TIME ON DAILY BASIS. One would wonder. what their Managers are doing then ??

Rather than such VAGUE n WILD ACCUSATIONS; one should be SPECIFIC.
For example; "It has been reported that on --/--/----- you indulged in your personal work for 3 to 4 hours and thus neglected your official duties.

This behaviour has also been observed on certain earlier occasions too. "
Saying that a person is doing personal work for 3-4 hours on daily basis; also questions the ability and involvement of his superior/reporting officers. How did they allow this on daily basis??

Warm regards.

From India, Delhi
Dear Raj kumar,
You do not know the context of the complaint except provided in the mail seeking advice that 3-4 hours were being spent for personal work.
Do not use the word RIDICULOUS.
I pity your professional competence.
Coirts will take cognizance only when punishments are awarded and punishment is awarded only when a detailed enquiry is conducted. Detailed enquiry will bring to light all related circumstances and facts (ex: 3-4 hours - when, what personal work, who is doing, who is the witness, why no action is taken by his supervisor etc.)
This draft, I REPEAT is only to bring the concerned employee to fall in line with a note of caution.
I pity your shortsighted approach. Have professional approach.

From India, Hyderabad
It is not prejudice. Employee can give his reply denying the charge mentioned in the letter and that will call for ordering detailed enquiry wherein all related facts will come out.
I think you are getting prejudiced.

From India, Hyderabad
Dear Hargopal
Thanks for your response !!
It is true, and I agree with you that on most occasions, the full facts and information of the case is not presented by the member.
However, one should take care to the extent what is available. In doing so we can not make or suggest certain mistakes that makes the proposed action INFRUCTUOUS, ineffective, bad-in Law or unprofessional..
Also, kindly NOTE that If a matter; goes to Court, everything is examined AB INITIO - from the beginning.
The Disciplinary Action that you are referring to - would amount to have been started with the WARNING LETTER - hence it will also be put UNDER SCRUTINY.
Please be assured that my intention is not to put down any HR manager, but to make the HR action UNIMPEACHABLE - blameless; and to exhort and urge all HR managers to become more adept and professional in our chosen profession.
That is my endeavour and fervent wish.
Warm regards.

From India, Delhi
My dear friend,

First understand that warning letter is only a measure to discipline an employee and not as a way of punishment.

If you are HR Professional, first learn to be positive before taking punitive action.

If the employee corrects himself after warning, it is big achievement for the Company.

It is not INFRUCTUOUS, ineffective, bad-in Law or unprofessional.

If the court takes cognizance of any unlawful act taken against the employee, then it calls for records of indiscipline and here the concerned supervisor must be having record of all facts. Further courts will interfere enquiry procedure is violated and when employee was not provided the opportunity to defend himself/herself.

You look to be overactive and negative in dealing with employees.

I am a professional with more than two decades of experience and dealt hundreds of such cases and some when went to courts, respective courts also upheld the initiatives taken by Management.

I think it is enough to comment on this chain.

If you can appreciate, do it , or otherwise also I will not bother about it and putting a fullstop to it.


From India, Hyderabad
Dear Haragopal
I agree with you whole-heartedly and appreciate your feelings.
A warning letter that helps an employee to correct himself - is a good warning letter.
We should be helpful to the employees; and as HR it is our bounden moral duty to do so.
Warm regards.
P.S. Kindly avoid any extraneous remarks not connected with the issue under discussion, as it undermines one's stature and impression.

From India, Delhi
Dear sir/ madam,
I am Chandra , I was recently joined as hr at Bangalore in automobile car segment industry, some body can you just help me what are the records require to maintain . Please send me information as soon as possible
thanks in advance

From India, Hyderabad

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