HR has very less to do about subject, except providing his data to management.
9th September 2018
Rather than lodging the police complaint, better to send the letter to the former employee's current company. Two types of responses are possible if we write the letter. One is that the employee cooperates, deposes before the enquiry accepts the involvement in the fraud and returns the money that he has siphoned off. In such a case, why company needs to lodge police complaint? The second possibility is that employee does not cooperate. In that case only company will be forced to approach the police authorities.
For Dhyani Meena: - Your query is too small. Please write elaborate posts. Nevertheless the draft of the letter could be as below:
___________ (complete address of the current company along with PIN code)
Deposition before Domestic Enquiry1. You have worked in _________ (name of your company) from _____ (date of joining) to _____ (last working day). Your Employee No was ______ and last designation held was ______.
2. In our audit (or internal inspection), we have come across with certain irregularities in the execution of your work. We had conducted formal investigation and prima facie we found that there was shortage of funds (or any other reason) and the matter merits further investigation.
3. In view of this, you are required to depose before the domestic enquiry. It will commence from ____ and could take few days. Administration of ______ (name of your company) expects you to be discreet and depose before the enquiry. If you fail to depose before the enquiry, or remain incommunicado, then we will be forced to lodge a police complaint based on the material evidence at hand.
4. On receipt of this notice, send the written acknowledgement immediately.
(Name and Designation of the authorised signatory)
Copy to: -
(name of the employee's current company)
As a HR professional, you understand well the importance of the adherence to the principles of natural justice. In view of this, we request to make necessary arrangement so that Mr/Ms ______ deposes before the enquiry. We assure you that the enquiry will not be vitiated in any way and efforts will be taken to complete it in the shortest possible time. We solicit your cooperation in this regard.
a) Send the hard copy of the letter by RPAD (or by Speed Post with Acknowledgement Due). Type the letter on your company's letterhead.
b) You may send the soft copy by mail. In that case, preserve the printout of the mail.
c) Fill in the blanks wherever necessary
10th September 2018 From India, Bangalore