Dinesh Divekar
Business Mentor, Consultant And Trainer
Hr Manager
Lavika Yadav
Cite Contribution
Community Manager
+2 Others

Thread Started by #Pooja01

Please help me.
I am working in Management consulting firm. I am facing problem in interacting with employees majorly for one issue that is most of them (senior to down the line employees) are not signing the attendance register on daily basis not informing the HR for their BD vist,comp off,work from home. Though i have already told them that office in-time is 9 am and grace time is 9.10am... if any one comes after that they have to sign and enter the in time also and also intimated that salary will be deducted. As and when they feel like in the afternoon or in the evening they will sign the register. But their is no improvement.
Now i am planning to prepare a draft and send it to all.
Pls help me in drafting a letter.

28th April 2014 From India, Mumbai
Hi Pooja,
It will be better if you draft the mail and share on Citehr for inputs from senior members and any rectification if required.
Raise all the issue in the mail that you are facing in your organization and what policies you want to apply.
Accordingly we will help you,and self practice will improve your skills also.
Good Luck !!!
28th April 2014 From India, Mohali
Thanks Lavika,
Dear All,
As per our company policy, attendance register entry on daily basis is mandatory. Non-compliance of entry will be viewed seriously
Importance of daily entry in register has been highlighted many a times to all employees in the past. Therefore, to ensure the same we are taking attendance register and swipe card entry into consideration for payroll process. All the employees are hereby requested to update HR as well as attendance register for BD visit, leaves taken, comp off availed and half days if any.
Employees are requested to co-operate
But however i wanted to inform them that they are not informing me nor signing the resister for leaves taken,comp offs availed,hald days etc.
28th April 2014 From India, Mumbai
Circular : Office timings
Applicable: To All employees
With effect from:../ April/2014
Dear All,
It has been observed that most of the employees are not adhering office timings and attendance guidelines.This is not acceptable in our organizations.
Kindly note that office in timings are 9 Am sharp.There is a relaxation of 10 minutes ie.upto 9:10 AM.If you reach office after 9:10 AM you need to enter your manual attendance in respective register otherwise your salary for particular day will be deducted.Also make sure that you are informing to your HOD before going on any client meeting as well as putting entry in register.
This policy should be adhered strictly to maintain office decorum .Any discrepancy and non adherence will lead to strict action.
28th April 2014 From India, Mohali
Dear Pooja,
You have already received a draft from Lavika. Appreciate her effort!
However, every cause have a reason. Why aren't the employees owning their actions? The leadership team have been in the firm, longer than you have worked.
What have been their outlook to it? What corrective actions have they taken towards it?
Looking forward to hear from you.
28th April 2014 From India, Mumbai
Dear All,
It has been observed that most of the employees are not adhering to the following attendance guidelines..
1. Daily entry in the register/Swipe card entry
2. Informing HR and updating attendance register for BD visits, Leaves taken, comp off availed, half day if any
You are hereby requested to extend your kind cooperation..
28th April 2014 From India, Mumbai
Dear Pooja;
I am also facing same problem for this I have sent mail to everyone. You can see that.
Dear All,
It is been observed that lot of employees are regularly coming late . As per our policy only two late comings are allowed in a month and grace period of 10 minutes after shift time is allowed.
But lot of employees are reaching office 15 minutes to 30 minutes late after shift timings which is to be considered as late coming.
From next salary onwards Late Coming will be considered same as early going and data will be provided to everybody.
More than two time late coming shall be considered as half day absent.
This policy is to be followed by everybody across hierarchy of Umax. This is for your information please.
Thanks & Regards
Pratibha Bhandari
30th April 2014 From India, Jodhpur
Following draft could be used for ciruclatio/exhibiting on Notice Board


It has been observed by the management that many of employees are habitual late comers.

This is not at all acceptable to our management and the same is being viewed seriously by

management. As per our company policy minimum ... minutes of grace period is allowed, after

commencement of shift/ ... minutes of grace period before closure of shift.

Such grace period is allowed only ... times in a month.

If any employee is availing more than the prescribed grace period, such recorded timings shall be

treated as "late coming" or "early going' (as the case may be) and proportionate wage/salary cut

shall be effected by the management, in addition to initiating appropriate disciplinary actions, as the management

shall deem it fit and necessary.

Therefore, all such latecoming/early going employees are hereby advised to desist from such practice

and fully cooperate with the management in adhering to the prescribed work timings of the establishment.

Thanking you.





R K Nair
30th April 2014 From India, Aizawl
I have made my CEO to forward the mail (disciplinary action) to the employees,i have got full rights from my management to deduct half day salary if employees are coming late(3 late marks are allowed),not informing the HR about the Business Development visit,any comp off taken,or if approval of senior person is missing on leave taken.
We have informed this to all the employees through mail through the CEO
2nd May 2014 From India, Mumbai
Dear Pooja,

You are in Hr..We Hr people are not only for deducting salary thus we have to find out the root cause and rectify the issue accordingly.

Its good that u involved your CEO in particular issue now employees will follow the policy at some extent but dont you think you are playing safe.

Employees are getting smarter they will be aware that you have done it indirectly means through your boss and you will lose their trust.And believe me for some days they will follow policy and when you CEO will be busy in some other works then they will start doing same thing.

Dear Come forward and have a open discussion with employees ..Try to find out other issues as well and take initiatives to avoid these kinds of irregularities..

Sorry Seniors If I am wrong somewhere but I just want HR's to be more independent and full of initiatives..Deducting salary is not long term solution according to me..Proper feedback and bonding is also required between employee and HR so that both can work for each other benefits
2nd May 2014 From India, Mohali
Dear Lovika,
Deducting the salary is not a new initiative,but its a policy since last 5 years,my concern was employees are nt informing me about their visit or half days,leaves hence i dropped them an email for keeping me in the loop which helps me to process the salary without any problems.
We follow very strict Hr rules like only 3 late marks are allowed,employees can avail comp off within a months time only,approval for leaves etc.
Its not about playing game,i take care while deducting the salary,its not like i am doing this blindly or something like that...we excuse them sometime for trains issues,bus problem,strike and so on..
2nd May 2014 From India, Mumbai
Msg for Ms Lavika
In this case what Ms.Pooja has done is right - involving CEO . (This is not an easy thing).
HR can take the initiative / action on employee related issues but always keep CEO in the loop.
All the best.
R K Nair
3rd May 2014 From India, Aizawl
Hi RK and Pooja,,
Kindly read my reply again...Did I mention anywhere that Involving CEO is not good...I have suggested to find out the reasons of late comings and eradicate them.
May be their reporting heads are not taking the issue seriously and not giving them feedback of coming late.Thats why it has become their nature to come late..
It was my concern.
3rd May 2014 From India, Mohali
Dear All,
It has been observed by the management that few of the employees are not adhering office timings and attendance guidelines. As per our policy the grace period of 30 minutes is offered but that should ensure 8 working hours in a day.
Kindly note that office in timings are 9:30 Am. If any employee is availing more than the prescribed grace period, such recorded timings shall be treated as "late coming" or "early going' (as the case may be) and proportionate adjustment in the annual leaves shall be incorporated by the management, in addition to initiating appropriate disciplinary actions if reported repeatedly.
You need to enter your manual attendance in the register at reception in case of deviations .Reinstating the attendance guidelines :
Working Hours:
Normal working hours: 9:30 AM- 5:30 PM
For Planned Leaves/ Deviations:
- Planned Leaves: Leaves need to be approved by the reporting manager at earliest and leave application should be submitted at least one week in advance.
- Outside Duty/ Travel for work/ Attendance deviations: Should be informed as soon as it is planned to update as OD (on duty) in our records .
For Unplanned Situational Deviations:
All unplanned/ emergency leaves/ attendance deviation or work travel be informed to the reporting manager and H.R by emails only. On re-joining, staff should take responsibility to cross verify about his/her OD (on Duty) or leave status that it is entered correctly. (In case of leave, leave application be submitted immediately on return).
Looking forward your cooperation across the hierarchy , in adhering to this policy to maintain productive work culture.
15th April 2018 From United Arab Emirates, Dubai
Dear Anonymous (from Dubai),
You have given the draft of the letter (or mail) for a thread whose last post was on 3rd May 2014. Nothing wrong if member revives old thread but the quality of the post matters. While providing the draft, you could have given it with a proper structure. Secondly, were you not supposed to check the grammar?
When employees read a draft written in informal language, that is unstructured one and that is laden with grammatical mistakes, will it improve the esteem of the organisation in their eyes or lower it? By circulating such letters that notably have sub-par quality, what impact will it make on the culture of the company?
Nothing wrong to give advice to others but before giving, it is better to get it audited by the experts. If it is not possible, then will it not be better to just pull back?
Dinesh Divekar
15th April 2018 From India, Bangalore
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