Dinesh Divekar
Business Mentor, Consultant And Trainer
Labour Law & Hr Consultant
Gopinath Varahamurthi
Mindhour Partner, Ass.professor/adm. Officer,
General Manager
Learning & Teaching Fellow (retired)
Gayatri P
Hr Generalist
Sr Manager
+3 Others

Thread Started by #jaimaharashtra

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 could 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 in 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
need warning letter for employee being inattentive in office and slept
15th September 2017 From India, Mumbai
Dear Jai Maharashtra,
69 days before you had asked for the draft of the warning letter. I had uploaded the draft same day. So far seven persons have appreciated the draft but acknowledgement from your side is still pending. Without giving any kind of acknowledgement for the previous help, you have come up with your second requirement!
Courtesy or propriety demands gracious acknowledgement when someone helps you. It appears that you are yet to understand what is graciousness or gratefulness.
Your login ID insinuates your affinity to particular state of India. However, you should demonstrate affiliation or affinity to the HR fraternity as much you show your emotional connection to the geographical area that you belong to!
Dinesh Divekar
15th September 2017 From India, Bangalore
Both the posts of our learned friend Mr.Dinesh deserve appreciation and particularly the second one double appreciation. If every one posting some questions in this forum has the time and patience to dispassionately analyse the answers given by others, the answers may be right or wrong, he or she can understand the sincere homework done by the respondents from the quality of their answers. Especially, when the question is pertaining to a model draft involving a corrective action from the questioner in a given situation, it is enough that he sends a " Thank you " private message to the respondent or presses the appreciation button in token of his acknowledgement. A senior member like Mr.Dinesh sits down to draft a model memo for the questioner does not mean that he is a mere scribe but shows his empathy to the questioner and the importance he gives to an appropriate response to the given situation. I also wish that youngsters should know how to express their thankfulness.
16th September 2017 From India, Salem
I take this opportunity to make some general comments. When members raise a query, it is better to give as much background information as possible. It saves time in finding out about the background of the person raising the query; for example is it a student raising the query or a HR person or a manager, etc.
Also, instead of seeking a draft on-a-plate, which amounts to spoon-feeding, it is better to draft a memo and then seek help to improve the content and style, if need be. This way one learns more and saves time of people writing a whole draft.
Finally, we should be acknowledging the help given and appreciate the help that we get from members, whether they are seniors to us or not.
I thank Dinesh Divekar for drawing my attention to this thread.
16th September 2017 From United Kingdom
Dear Friend Shri Dinesh Divekar,
I did see the draft, I am still in surprise is that particular person asked for the warning letter is really deserved for the draft. Today every one thinks they are granted for the benefits and someone would do the work, any how things will get done through some channel. There is no kind in the way and they deserve less than the education academically received and conferred on them for the way of work. We cannot rule them out from the page, so, we have to charge slowly and must know the real motive of the person who are coming here for the open truth letter and suggestions/consultancy/draft letters etc., I do noticed a person with 5 days work or 6 days work benefits, each and every country have their own way of looking the employees and the way they want the work done always differ in several counts, just following others pave way to disaster. At the end some suggestion on his own given and quoted some other countries .. I do not know who is he? How many factories visited? How many feed backs received? What about automation? so many queries unanswered...Just the way I have noticed him like a Banner on the road not more than that..these cases are steps down for the community ...
"The Person Who is Not Deserved Should not be Feeded "
Please forgot the person, "You are more than the appreciations of the Virtual World" Let your service to the Community bring in a lot of Appreciations..
With Grace I do ink this ...
16th September 2017 From India, Arcot
Thank you Mr. Divekar for sharing. And yes, you are absolutely right! To all the comments from our appreciated members --very well said. Just to give my comment, we all know that most of the professionals who are members in this group are taking time and effort to answer queries because we feel that there's a need to share knowledge -without a price. It's basically consulting without fees. A simple appreciation or thank you note will be enough. To all the readers, I hope that we will all have the courtesy and humbleness for the responses that we get --may it be good or bad it should not matter. But the important thing is that most have given importance to read the query and tried with effort to respond. This is just to give RESPECT for the painstaking effort. And definitely it is a very good habit to say "thank you". More power to all of us!
17th September 2017 From Bangladesh, Dhaka
Dear Jai Maharashtra,
How you have decided making call or talking to friend (boy/girl)is a violation? Do you have standing order and is the said act is violation of SO or does your organsation has got any set-up rules & this action of concerned employee is violation. What is quantum of loss happened or the alloted work to employee remained pending.
Dear friend while posting provide all such details by which learned members can suppliment apprpriate advice and guidance. Dare to put your name and do not come with XYZ, as you did.
It is greatness of Mr Dinesh that he supplemented valuable guidance. It is shameful fact that you did not acknowledge over the service is a concerned of forum.
18th September 2017 From India, Mumbai
Totally agree with the above learned seniors.
Seniors like Mr Divekar are truly proving as a guiding force to all the cite HR members and spend their valuable time in replying to the most trivial queries raised by many. This is only in view of helping the fraternity members resolving challenges faced by them and also to spread knowledge.
We all appreciate and are thankful to these members who are making our lives as HR practitioners much more easier. Everyone should acknowledge their efforts.
Warm Records,
Gayatri P
18th September 2017 From India, Mumbai
Hi Divekar.
You have done your bit. Why do expect an acknowledgement?
19th September 2017 From India, Karol Bagh
I do not know how things are going to be perceived, views, perceptions, earnings, appreciations, lauds, claps, others views, personal views(views differ from personal views), collective appreciation et al..... ego the problem maker, creator .. goes on... only one thing is
Expectation bring all that unwanted in our mind, soul and body and put us imbalanced..
I think this thread may be closed ....
20th September 2017 From India, Arcot
Just to comment about the word "acknowledgment" and "expectation". I guess our appreciated team members may have taken in different way. It is not about a person asking for acknowledgment or expecting anything in return -it is the other way around. As I understand, it is just to give a reminder to everyone to at least have a "decency" to respond. It is basically "ethical" that when a reply was made in any query, a response of saying "thank you, I have more questions though.." will be very much enough. An example, when a young guy gives a seat to a pregnant lady who is standing in a bus, would it be good if that lady won't say anything or at least say the word "thank you"? The young guy may be okay should there be no response as long as he knows that he has helped someone who is in need --this is how he perceived/accepted it. On the other hand, the people surrounding will have different views with that lady --views could be same as that young guy or others may not feel good that the lady was mum about the help given to her. My point here being, some must learn to have the good ethics and it is a reminder to all of us to have a good ethical manner to respond. And this response does not mean there is acknowledgment required or there is expectation, or a demand, or a need for high praises. It's just to remind us on how we can behave better in everything that we do. More power to us all!
20th September 2017 From Bangladesh, Dhaka
Dear All,
I too agree with all the Senior's especially Umakanthan Sir & Shallohal. Mr.Dinesh Sir have continuously contributed for many queries which was useful not only for the person who posted, but for all the persons who read it.
He has shared many things and gives immediate responses which is simply great.
To show our Gratitude, If the Post or Comment is Good and Useful, what is there to just click the Appreciation Icon ???
Tat Appreciation it not for posting, its for spending their valuable time for us.
I sincerely appreciate Mr.Dinesh Sir for sharing valuable things to this forum and the seniors who regularly contribute and help youngsters like us to groom more.
Thanks & Regards,
Kumaresh C S,
+91 99947 50511.
20th September 2017 From India, Kochi
Shri Dinesh Divekar,
Your contributions are truely valuable and we really appreciate it.
Please stay motivated. Sometimes, there are odd experineces like the one above.
Thank you,
In Gratitude,
Minal and the InfoBridge team, Pune.
20th September 2017 From India
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