We the members of this forum are outsiders. We do not know about the ground reality. Therefore, we cannot provide the draft of the warning letter, without having complete information. You could have told us, what type of work this person does, what is his designation, for how many days did he proceed on leave, what kind of issues were pending, did his absence cause customer dissatisfaction etc.
Leave Application: - In few companies, a clause is made in the leave application itself to inform whom charge will be handed over in the absence of the applicant. Does your leave application has this provision? If not, then you need to make this amendment in the leave application.
Role of Manager: - Before proceeding on leave, employee did not give any handing over. However, what about his manager? If the manager knew when employee was to proceed on leave then why he did not tell employee to give proper handing over? If manager has failed then he should be given warning than the employee itself! It is Manager or HOD who is responsible to maintain continuity of the work. Opposite of this scenario is that manager or HOD had told the employee to provide handing over brief but employee proceeded without doing so. In that case this is a case of wilful insubordination and is far more serious misconduct. It merits stringent action and not just warning letter.
Your attempt: -Whether you issue a warning letter for manager or his subordinate, I recommend you writing draft on your own and uploading it here. Unless you practice, you will not improve your drafting skills. If you take help of seniors, it will improve their drafting skills and not yours! Please decide what is important to you.
15th May 2017 From India, Bangalore
Respected Sir ,
Date: 15Th May 2017
Employee No: ___________
Department : Reveting
Warning for Proceeding on Leave without Handing Over of Charge
1. You had proceeded on leave from _______ (date) to ________ (date). Yours was long leave and before proceeding on leave it was incumbent on you to hand over charge of your position. However, without giving brief of any kind on the pending work, you had proceeded on leave without doing so.
2. Administration of _____________ (name of your company) has viewed this lapse seriously. Even during one's absence, maintaining continuity of the work is utmost important. Proceeding on leave without proper brief creates ambiguity, delays the work and further leaves a sense of dissatisfaction amongst your peers.
3. You are hereby warned not to repeat such lapse. A severe disciplinary action will be initiated if such lapse is repeated. A person of your stature is expected to demonstrate sense of ownership. Administration of this company is not just displeased at your indiscretion or lack of foresight but at the issue of this warning letter itself.
FOR xxxxxxx Enterprises
.................................................. .................................................. ......................
I ____________ hereby fully understood the contain of this warning letter and acknowledge the receipt
Signature: - ____________
Date: - May 2017
For Neha: - I have corrected the above draft.
16th May 2017 From India, Thane