my name is samreet.
I am working as an hr in a small organisation. i need to issue a warning mail to all the employees for not submitting their leave forms. they usually take approvals from the HOD through message but fail to provide their leave forms in time.

From India, Amritsar
Dear Mr.Sameer,
Make an important circular to all employees instead of warning mail, where you can mention no excuses after fixing a date of submission as practice in your company and mark a copy to all concerned HODs.

From India, Hyderabad
Dear Smareet,
This is in addition to what Mr Krishnakumar has said. The issue of circular apart, the first question arises is whether you have a policy on employee leave? If yes, then has the procedure to apply for the leave been included? Secondly, do the employee know about this policy?
Partially, this is the fault of the HODs also. If they sanction the leave then they also should follow up with their juniors for the submission of the leave application for the regularisation purposes? Partially this problem has arisen because the HODs are not made accountable for the sanction of the leave.
In case if you issue the circular, then write clearly that if the employees avail of leave but do not submit their leave application for the regularisation purposes, then it will be considered as "absence from the duties" and for this absence, the salary will be deducted. You just draft the circular but let the circular be issued by the MD of the company.
Dinesh Divekar

From India, Bangalore
Hi Sameer,
I may add to what has been suggested by other colleagues.
First of all ensure whether you are empowered to issue circulars on your own accord. In case you are reporting to some other senior officials better first discuss the matter with them for a solution and act accordingly. Suppose they agree to issue a circular, prepare a draft circular get it approved and then issue under your signature, if not your HoD him/herself can sign it and issue. In any case, first discuss with your reporting officer and act as per instructions. This approach can save you from facing unpleasant development post issue of a circular without consulting anyone.

From India, Bangalore

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