Rather you issuing letter to the employees for company not being responsible, I recommend you telling them to put up application stipulating the conditions of their team event. The rough draft of their application is as below:
The Managing Director
______________ (name of your company)
Permission to Attend Team Event at the OutstationSir,
1. We the signatories of this letter would like to request you to allow us to attend a team event. The details of the event are as below:
Details of onward journey: -
Details of our Accommodation: -
Details of return journey: -
2. Our request is subject to the following conditions:
a) The event is being organised on our own. Therefore, we will not raise TA/DA claim for attending this event. We will take care of our travel, baggage or any other insurance.
b) We are responsible for our safety as well as safety and security of our belongings.
c) Incidents/accidents arise out of this event will not be attributable to the company.
3. Request to the company: - During the event, we will not be able to attend our regular duties. Therefore, we request you to mark our attendance as "present" from _____ (date) to _____ (date). Since the event is funded by us, we hereby request you to consider this request as welfare measure.
Signatories as per the list
Details of applicants (as attachment to the main application)
Sl No | Employee | No Name and Initials | Designation | Department | Signature
From India, Bangalore