Dear all please help me with a warning letter. My employee not doing proper work, doing fake work, which is hampering business.
Given several reminders to the employee but no changes in her, please help with a strict official warning letter.

From India, Mumbai
Dear Ms Pooja Singh,

While handling the correspondence related to discipline or indiscipline, we need to be factual. The phrases like "not doing proper work" or "doing fake work" are vague. We need to be specific and mention clearly the violation of some laid down rules, regulations, SOP etc. While mentioning the violations, we need to mention the type of misconduct, the date of misconduct and further what happened, i.e., whether the verbal or written warning was given.

Now coming to your requirement of the draft of the warning letter. If the employee has done misconduct repetitively, then it merits the issue of a show-cause notice and ask for an explanation. If the reply is not satisfactory, you may award him a little severe punishment. "Warning Letter" or even a "Strict Warning Letter", though a punishment, is not severe enough to bring a change in the behaviour of the employee. Therefore, award him some different punishment like forfeiture of wages.

If because of the misconduct of the employee, if your company has incurred the losses, and if the employee is intractable even after the warnings, then you may order the domestic enquiry. Let the matter be investigated, and if the misconduct is established, then you may even terminate the services of the employee. In order to improve the competitiveness of the enterprise in which they work, it is the duty of the employees to conform to the prescribed standards. However, if the employee remains intransigent, then they need to be dealt with accordingly. Misplaced mercy could put your company into more trouble!


Dinesh Divekar

From India, Bangalore

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