Need to give warning letter to employee who does video calling and talks to his girl friend during office hours. Pls send the format.
8th July 2017 From India, Mumbai

Dear Jai Maharashtra,

Employees call their GF during the working hours because of the following reasons:

a) Most of the telecom companies are providing internet facilities at the very economic rates. 1 GB free data per day on 4G is hardly available in any country. Nevertheless, India is exception because no country can be as competitive as India count be. However, notwithstanding this factor, temptation to have video calls during working hours can be controlled

b) More than what I have mentioned in (a) above, the employee appears to have sufficient time at his disposal. He may not be laden with the sufficient workload.

c) Lack of career consciousness. Though smitten by the person of the opposite gender, a career conscious employee would certainly control his excitement at least because of the fear of the rules of the company or fear of the authority.

As a HR, it is not your job to police around your employees. Your job is to measure the performance. On what parameters have you measured the performance? Is he able to meet his targets? Have you called the employee to your office and counselled him about the consequence or you wanted to issue the warning letter directly?

If employees are spending their time in unworthy activities then make workload analysis of their position. In few companies, because of the burden of their work, employees skip their lunch also. Why do they do that? While issuing warning letter is not that difficult, efficacy of the negative discipline needs to assessed first. Though I will provide you the draft of the warning letter, my recommendation is to create work conditions that are conducive so that they approach voluntarily for the additional work.

The draft of the warning letter could be as below:


Date: -

Mr ___________ (name of employee)
___________ (Employee No)

Warning for Personal Video Calls During the Working Hours

1. It has been observed that you have been spending time in video calls with the person you are affectionate with. These video calls were not isolated instances but there were series of calls.

2. Working hours is a time that belongs to the company. This time has to be spent in productive activities only and employees are expected to refrain from spending their time personal activities or unproductive activities. Rather than approaching your senior authorities for additional work to fill the empty time slots, or learning something new, you deemed it fit to spend this extra time with the personal video calls. These video calls have potential to cause distraction and the side effect of these calls could be increase in errors in your work. Administration of __________ (name of your company) hardly expects it to happen.

3. . In view of the above, you are hereby advised to recast your priorities. In future if it is observed that you spend time in unproductive or personal activities, a strict disciplinary action will be initiated against you.

4. You are to sign on the duplicate copy of this letter. Your signature signifies that you have read and understood the contents of the letter.

___________ (name of the signing authority)
___________ (designation of the signing authority)


For further details, feel free to contact me.


Dinesh Divekar
8th July 2017 From India, Bangalore
Dinesh Divekar
Business Mentor, Consultant & Trainer
Bengaluru - 560092 (India)
dineshdivekar(at)yahoo(dot)com - +91-99001-55394
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