I want to issue a warning letter for an employee who did not wear safety shoes at the worksite. Does anybody have any format, please?
From Qatar, Doha
Nagarkar Vinayak L
Hr And Employee Relations Consultant
Hr Manager

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Babu Alexander

Draft as follows.

It is observed that on you were found working inside the shop floor, without wearing ‘Safety Shoes’ issued to you. Reporting for work without Safety shoe, is not only for protection of your toes and foot during working inside the shop floor, but also violation of safety rules and procedures adopted by the organization.

Breach of any law applicable to the establishment or willful insubordination or disobedience, whether alone or in combination with others, to any lawful and reasonable order of a superior will amount to misconducts under Standing Orders applicable to you.

However considering your apology, and considering all extenuating circumstances, we take a lenient view this time, and letting you with a ‘WARNING’.
Please note any repletion of similar misconduct on your part in future, will be viewed seriously, as appropriate.

Before issuing a warning letter and blaming the employee, I would recommend, please check the following.
 Confirm that all employees in the organization working in particular line are provided with safety shoes and confirm all are wearing regularly during the working hours.
 How old are the safety shoes after issued, and confirm whether same is usable condition or due for replacement.
 The safety shoes issued to the particular workmen is off correct size, and the employee has been using it earlier or the employee has been facing any personal problem on that specific day for not wearing the shoes.
 Check If the Management system lacks control measures, for not allowing employee to enter the work area, without safety shoes.
 If any one of the above question is affirmative, then correct the system and procedures, desist in issuing a Warning letter to the employee. Correct the procedures and control measures. In safety ‘no employee as an individual wants / happy to meet with an accident. It is responsibility of the Employer to establish safe system and procedure /safe culture, for the employee to work safely’

From India, Madras
Nagarkar Vinayak L

Dear Colleague,

The factual check before issuing any warning letter to the concerned worker, as mentioned by Mr Babu Alexander, is well thought out and deserves appreciation.

However, the warning letter , it appears, has been strongly worded. Before issuing any such letter, his immediate supervisor should talk to him and ascrtain reasons for not wearing safety shoes. If he accepts his mistake or it is first time he has done it or he was wearing it already but at the time his superior happened to notice it , he had removed it temporarily for some reason, he deserves leniency and in my view only caution letter and not warning letter needs to be issued.


Vinayak Nagarkar
HR and Employee Relations Consultant

From India, Mumbai

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