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I have to ask few senior employee to write a explanation letter for not following the rule and regulation
I am drafting a mail , Please Let me know if any changes is required.
Dear All,
It has been observed that you all have not submitted your details required for laptop and employee record yet, resulting in willful insubordination and gross negligence of duties
Even We have already given a warning dated April 29, 2016 to submit all the details which you ignored .
You all are hereby requested to submit a written explanation on your not submitting the details til this date.
Kindly treat this as very urgent.

From India, Ghaziabad
Dear Aditi,

The revised draft could be as follows:


Dear ____________ (write specific name, you cannot write "Dear all")

1. We had asked for the details of your laptop and employee records. The information was to be submitted by ______ (date). Since the information was not received by due date, a warning letter was issued to you and date of submission of information was extended to _______ (date).

2. Notwithstanding extension of the date, the information has not been received. The delay in submission of information has been views seriously. You are hereby directed to submit the information immediately along with reasons for delay in submission of information. No further extension of date would be given and any further delay would result in stringent disciplinary action.


Authorised Signatory


Additional comments: -

When you write instructive letter or warning letter, we need not request or write words like "kindly". Secondly, when the information is not received even after the "warning" then it goes on to show how insensitive the recipients are. This is a reflection of weak leadership or organisation's culture. While these disciplinary measures may sensitise someone, it will only have temporarily effect. Sometime, you have to address the larger issue of cultural change.


Dinesh Divekar

From India, Bangalore
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