Divya Soi

Mail format for employees who take frequent break off during office hours or habit of taking five minutes break within one hour continuously.
From India, Baddi
Asso.prof.(commerce & Management)


Hi Divya Soi,
What kind of jobs your staff are performing, some thing like software/programming, drawings-CAD-CAM, or data entry? Is't habitual, meaning every body does like this. Did you warn them orally, personally and despite these they continue to do like this? How many of you in your office. Do they avail coffee break in between?

From India, Bangalore
Divya Soi

Hi, Lunch time and tea break time is already given to them. They are also taking break within works hours.
From India, Baddi
Divya Soi

Greetings of the day!
We met with the problem of your unacceptable habit of taking breaks during working hours. Please note that your work influences other team members negatively and thus bringing down the discipline level in our organization.
It has come to our attention that you have been Continuously taking prolonged breaks during office hours.
We hope that you would abide by the rules and will not repeat this in future.
Can anyone tell me above mentioned format mail is good.

From India, Baddi

Suggest, pl.follow these steps:
We don't have any information about your competency, meaning, in what capacity you are trying to take this measure. Are you a HoD or a time-keeper or HR or Security given the responsibility of tracking down such indiscipline in the office? If yes, these steps are important before taking any action as proposed. Language of your communication is one aspect, at the same time you should preempt other consequences as well-
1.I would predict, it shall also be a pre-caution to be taken care of by you, your warnings might be denied as baseless and targeted out of personal vengeance by the concerned. To counter this possibility, You should have maintained a record, showing, who and when took such breaks, mentioning precise timings, date & time-from-to wise, in short it should be authentic and irrefutable as well;
2. Refer when they were orally advised earlier to desist from doing so ;
3. Also refer any pertinent clauses in your Standing order or circulars issued earlier pointing out this sort of indiscipline.
4. And should include a sentence warning them what would be punitive action which will be taken if they won't correct themselves and go on ignoring this warning.
5. I would suggest you should first put up a general circular on your notice board and/or circulate to all .
6. And then this attempted Memo should be addressed to individually mentioning the lapses as I mentioned in 1,2 & 3 above.
" It has been observed that you are taking unauthorised breaks during duty hours in the last over a month as mentioned hereunder:
Your habitual unauthorised breaks are viewed as unacceptable habit and an indiscipline. Please note that your such habit influences other team members negatively and thus bringing down the discipline level in our organization which affects the performances adversely.
Therefore you are hereby warned to stop this indiscipline behaviour forthwith and concentrate on your duty and performance of assigned tasks. Failure in adherence of this directives will attract appropriate action against you deemed necessary to ensure discipline, decorum during duty hours. No more warning will be issued in this regard.
By order
Competent Authority

From India, Bangalore

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