Dinesh Divekar
Business Mentor, Consultant And Trainer
Fabcityhr
Hr & Ir
Raj Kumar Hansdah
Shrm, Od, Hrd, Pms
JuniorAcc
Accountant
B.chandu2010
Hr Incharge
Stephanusdm
Hr Practitioner
+1 Other

hi there, could someone please help me draft a warning for doing personal things during working hours without permission. thanks Charnelle
27th August 2013 From South Africa, Cape Town
You can draft a letter this way
Team,
Greetings.We would like to bring to your notice that some of our employees are involved in personal work during the office working hours. We would like to address this issue. People working on personal task during official hours will definitely bring down the productivity of an individual as well as the group. This will definitely affect the companies turnover too. People who indent to work on personal works during office hours bring down the morale and the value that they hold in the company. There is a great level of trust that we have for our employees and we are sure that you will not let it go away. Taking these points into consideration , we kindly request you to cooperate.
Regards,
HR Team.
After this mail, if your employees still continue then you can add your action plans.
27th August 2013 From India, Salai
Dear Charnelle,

Who is doing personal activities during working hours? I mean what is the designation? Are you manager of that person? What is your role in the organisation? Are you from HR? Spending time in personal activities, who brought this to your notice? Did you notice or someone else? Did you do proper verification of this information? Do you have sufficient evidence?

Assuming that the employee spends the company's valuable time in personal activities, then what is the quantum of that time? Is there only one employee or there are several of them? If not spend time in personal activities then what else they could have done?

We need to know replies to so many questions. Sans this information, it is not possible to provide draft. As such I recommend you writing draft on your own and uploading it here. Some senior like me will correct it.

By the way, if employee spends time in personal activities then it goes on to show that he/she has surplus time at his/her disposal. Therefore, giving warning letter apart, you need to do workload analysis of this position. Does this position has got sufficient work? Please do not ignore this factor also.

Thanks,

Dinesh V Divekar
27th August 2013 From India, Bangalore
Dear Kiruthika V.N,

The poster of this post has asked the "Warning Letter". The draft that you have given is somewhat ok for the office circular. In fact the language looks like as if it is some homily delivered by the towering personality of that company. Exhortation do not work in corporate environment. We need to be specific. I recommend you verifying your draft with "The 7 Cs of Business Writing" In addition to this, please check correctness of 1-2 words as well.

Hope you did not mind bringing out the anomaly in your writing.

All the best!

Dinesh V Divekar

You can draft a letter this way

Team,

Greetings.We would like to bring to your notice that some of our employees are involved in personal work during the office working hours. We would like to address this issue. People working on personal task during official hours will definitely bring down the productivity of an individual as well as the group. This will definitely affect the companies turnover too. People who indent to work on personal works during office hours bring down the morale and the value that they hold in the company. There is a great level of trust that we have for our employees and we are sure that you will not let it go away. Taking these points into consideration , we kindly request you to cooperate.

Regards,

HR Team.

After this mail, if your employees still continue then you can add your action plans.[/QUOTE]
27th August 2013 From India, Bangalore
Hi Dinesh,
The employee's designation was an Office Admin position but she was recently off sick for 60days, when she returned we offered her a position in the Store, which she was happy to take. I am the manager of this employee, I am the Accountant and her previous position she reported to me, since the change over to the store, she was told she still needs to report to me.
We do not have an HR department - but i deal with staff issues (such as contracts, payroll etc). Our director saw the employee busy with her personal doings and so did a few other employees and it was brought under my attention. I have suffiecient evidence, Yes. we work a normal day of 8 hours the employee was busy with her doings for 3 - 4 hours of the day, while she could of doing her actual job description.
Thank you for your reply much appreciated and you have given me something to think about.
27th August 2013 From South Africa, Cape Town
My friend you will have to first discuss the issue with the staff member concerned.
28th August 2013 From Namibia, Windhoek
Dear Charnelle,

From what you have written, it merits feedback to you also.

Your subordinate spends some 3-4 hours of her duty in personal activities. How come you did not notice this? What Director could observe that why you could not observe? In some other company along with that junior, possibly you also would have ended up in getting warning for your poor supervision. Good to note that your Director has spared you.

Has the Director given sufficient powers to you? Is he the central authority where all the power is centralised leaving the cursory roles to all others? If there is devolution of powers then you can improve the performance of the stores. Click here to read my reply on how to do the financial audit of the stores.

Secondly, everyday morning you may call your staffs and ask them how would they like to spend their day. In the evening track their performance. Of course, what I am recommending is "close supervision". But at this stage you need to do this.

Take this incident as warning signal to you also. What I have written is completely besides the point however, it is in your interest.

All the best!

Dinesh V Divekar


28th August 2013 From India, Bangalore
I have noted that your supervision as a manager is weak and has 100% resulted towards this.Enhance close supervision. You have trusted your employees such that they work under no supervision hence take advantage of company\'s resources (i.e.time)
Put in place performance management system to monitor and evaluate the employees\' performance.
Last but not least do some job rotation,analyse the workload and give job descriptions if there are none. If some employees have less work to do enrich their jobs by adding challenging task.Ensure everyone has enough work to do throughout the 8hours.
Put policies in place and implement them.

29th August 2013 From Kenya, Nyeri
Dear JuniorAcc

What were the ACTIVITIES that she indulges in for 3-4 hours during the day ???

From Office Admin position she has now been shifted to Stores.

What are her job specifications ? Is it like that of a Store-Keeper ???

What kind of organization is yours? What materials does the "STORE" deals with ??

Is there enough work for her to keep her busy full time ?? Or is she utilising her spare time to keep herself busy and prevent boredom and lethargy ??

She reports to you, yet you are not able to see/observe whether she is busy with official or personal work. However, a DIRECTOR, who must be having lots and lots of responsibilities as compared to you, is able to notice her activities !!!

Can we rule out any chance of any attempt of her being victimized, discriminated or harassed for reasons best known to your Director ??

How come thee matter has been escalated so much so early, so as to warrant issue of warning letters; without any counselling or verbal warning.

Please don't feel offended by these queries, which are meant to solicit more information and examine every angle.

Its a pity that your organization lacks an HR deptt. or a good HR officer; who could have gone into these HR related issues.

Warm regards.
29th August 2013 From India, Delhi
Hi,
Issue a warning letter as under:
Dear Mr./Mrs.
It is noticed by the Management that you are spening 3-4 hours on daily basis for your personal work. This is a designated misconduct under Company Rules (quote rellevant rule here).
You are hereby warned seriously to desist from such acts of indiscipline failing which action will be taken including terminating from the rolls of the company.
Thanks
Haragopal
GM-HR
SSPL
30th August 2013 From India, Hyderabad
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.


30th August 2013 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.
DO NOT CONCLUDE WITHOUT EXAMINING FACTS & FIGURES.
I pity your shortsighted approach. Have professional approach.
Haragopal
30th August 2013 From India, Hyderabad
Rajkumar,
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.
Haragopal
30th August 2013 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.
30th August 2013 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.

Haragopal
30th August 2013 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.
2nd September 2013 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
Regards,
Chandra
.
19th December 2013 From India, Hyderabad
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