Queries
Warning letter sample for not collecting payment cheques from customer which was lying with him for more than three months. Customer himself is calling and asking about the concerned Supervisor to report an collect the payment.

26th June 2017 From United Arab Emirates, Sharjah

PARTICIPATING IN DISCUSSION:
Dinesh Divekar
Business Mentor, Consultant And Trainer
Muhammad Laiq
Assistant Manager - Hr

Dear Muhammad,

You have asked for the draft of a letter and members are expected to provide the draft. However, before providing the draft, I find there are larger issues that are ignored either inadvertently or deliberately. More than supervisor, I find the manager of that supervisor was responsible.

The personnel working in recovery department or sales department are expected to be proactive and follow up with the customer for the issue of the cheque by due date. Now in your case, far from follow up, customer was proactive and was telling the supervisor to collect the cheque. However, the collection was delayed for more than three months. This shows that sense of ownership is completely missing.

if the supervisor failed to organise the collection of the cheque then what his manager was doing? Do you conduct the meeting on collection of outstanding payment or not? Why payment from the said customer was not discussed in the monthly meeting? Going further, in many companies, a monthly statement on outstanding payments (or recoveries) is submitted to the General Manager or any other senior authority. Why the delay in receipt of payment was escaped from their attention also? In many companies, the senior authority himself involves and communicates with the customer to cut short the further delay. Why there was no communication from the seniors?

Final note: - Since you have asked for the draft of the letter, some members might expect to provide the draft and not raise unnecessary questions. Nevertheless, since the post has been raised on the public forum, it will have public scrutiny as well. I find system failure more than personal failure in your case. By laying the blame at the doorstep of supervisor, seniors cannot wash their hands off. The cause of the incident could be failure of the seniors to provide directions to the supervisors. This is far more serious. More than supervisors, they needed to be taken on task. The second thing that needs to be done is improvising the recovery process of your company. For further queries, feel free to contact me.

Thanks,

Dinesh Divekar
26th June 2017 From India, Bangalore
Thank you for the quick response. Yes, i do agree on the concerns stated above. Our organization and management is very strict on the subject matter and there is an outstanding report submitted by accounts to each Supervisor and their Line Managers on daily / weekly / monthly basis. Employee was failed to collect the payment from customer and has accepted his negligence as he could able to complete his market visit and was without any plan. Request you to share with me a draft warning letter in this regard as i need to submit at the earliest.
27th June 2017 From United Arab Emirates, Sharjah
Dear Muhammad,

Again you have come to the said point. If the delay was there for three months then what the Manager of that supervisor was doing? This is more a manager's failure than supervisor's. 1-2 weeks or maximum 1 month's delay can be attributed to supervisor but certainly not more than that. Just because supervisor accepts his failure that does not mean that he is only responsible.

While issuing discipline organisation cannot be agile towards juniors and heavy-footed towards seniors. If you take action only against the supervisor then it would be partisanship towards manager and it would send a wrong signal to everyone. Either action should be taken against both or it will not be taken against anyone.

Last comments: - I can write a draft in just two minutes. Nevertheless, taking junior on task while allowing manager to scot free is against my conscience. Therefore, let me not be the contributor to the favouritism that is going on your organisation.

Thanks,

Dinesh Divekar
27th June 2017 From India, Bangalore
Dear Dinesh,
Aligned and agreed with you as you are absolutely right. I will strictly follow your notes and will make sure that the Manager of the concerned should be held liable for the matter, if there was no any action taken from his end.
Thank you.
27th June 2017 From United Arab Emirates, Sharjah
Dear Muhammad,

The draft for the warning letter to supervisor is as below:

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Date: -

To,

Mr ____________
Employee No: ________

Warning for the Unreasonable Delay in Collection of Cheque


1. You are responsible for the collection of the outstanding payments from our customers/vendors. As a part of this, you were responsible to collect cheque from __________ (name of the vendor). Early collection of the cheques makes it easy for managing of the cash flow of the company. Therefore, you were expected to be proactive in collection of the cheques. However, far from being proactive, you were not even reactive. In the said case, the vendor had kept the cheque ready and all that was required to arrange the collection. Since the cheque was not collected, vendor gave telephone calls for the collection. Generally, those who are responsible for the recovery, follow up with the vendors rigorously for the early collection. In this case the opposite happened and vendor was following up with you for the collection of the cheque. At leisurely pace, the cheque was collected three months later.

2. Your delay in collection of the cheque, in spite of reminders from the vendor shows indifference of the highest kind towards your duties. Your lack of sense of ownership has been viewed seriously. You are hereby warned to exercise caution or show care or attention towards your duties. Failure to demonstrate sense of ownership in future will be viewed seriously and severe disciplinary action will be taken against you.

3. Delay in collection of cheque resulted in the loss of interest to the company. Therefore, as of now, as a punitive measure, it has been decided to recover __________ (amount) from you. You need to deposit the said amount within four working days on receipt of this notice. If you fail to deposit the amount, it will be considered yet another misconduct and separate disciplinary action will be initiated against this misconduct.


Authorised Signatory

+++++++

The draft for the warning letter to the Manager of the supervisor is as below:

+++++

Date: -

To,

Mr ____________
Employee No: ________

Warning for the Unreasonable Delay in Collection of Cheque



1. Your subordinate Mr _____ is responsible for the collection of the outstanding payments from our customers/vendors. As a part of his duties, he was responsible to collect cheque from __________ (name of the vendor). Early collection of the cheques makes it easy for managing of the cash flow of the company. Therefore, he was expected to be proactive in collection of the cheques. However, far from being proactive, he was not even reactive. In the said case, the vendor had kept the cheque ready and all that was required to arrange the collection. Since the cheque was not collected, vendor gave telephone calls for the collection. Generally, those who are responsible for the recovery, follow up with the vendors rigorously for the early collection. In this case the opposite happened and vendor was following up with you for the collection of the cheque. At leisurely pace, the cheque was collected three months later.

2. Your subordinate's delay in collection of the cheque, in spite of reminders from the vendor showed indifference of the highest kind towards his duties. However, what aggravated the matter was your inability to monitor the activities of the supervisor. As you are well aware, Accounts department submits outstanding report to each Supervisor and their Line Managers on daily / weekly / monthly basis. The delay in collection of cheque shows that you do not look at the report with due sensitivity.

3. Manager is expected to demonstrate his sense of ownership through his timely guidance to the subordinates. Directing and controlling are the two important functions of managers but exactly these were missing in your case. Your perfunctoriness in the case at hand has been viewed seriously. You are hereby warned to exercise caution or show care or attention towards your duties. Failure to demonstrate sense of ownership in future will not be condoned and severe disciplinary action will be taken against you.

4. Delay in collection of cheque resulted in the loss of interest to the company. Therefore, as of now, as a punitive measure, it has been decided to recover __________ (amount) from you. You need to deposit the said amount within four working days on receipt of this notice. If you fail to deposit the amount, it will be considered yet another misconduct and separate disciplinary action will be initiated against this misconduct.

Authorised Signatory

+++++++

Thanks,

Dinesh Divekar
27th June 2017 From India, Bangalore
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