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I want to issue warning letter to a staff who is vey irregular in applying leave. He took so many leaves without informing and following company's procedure and his in-charge is not approving the same. This is PSU and Staff is fixed Term Employee.
From India
Dinesh Divekar

Dear Disha Dudhe,

What is the nature of your query? If the employee has committed misconduct then go ahead and initiate disciplinary action. What is the problem?

However, for the repeated misconduct, just an issue of warning letter is not sufficient. The punishment has to be little more severe.

Rather than warning letter, issue a show-cause notice. If the explanation is not satisfactory, then go ahead with a stricter punishment.

While issuing a show-cause notice, write the complete details of the unauthorised absence. Ask the employee to give explanation in writing within 2 working days of the issue of the notice.


Dinesh Divekar

From India, Bangalore

Dear Disha

What are the service rules of PSU governing fixed term employees. First it has to be examined if he has the right to leaves and to what extent. Whether they are paid leaves and the procedure.

After this information is shared, we can advise.


From India, Pune


Before issuing a warning just want to know whether you spoke to the employee and enquired about the reason for his leave without prior information? If not please talk to the employee and find out the reason whether he have valid reasons. So first counsil him and record it as verbal warning. In case of repetition you may proceed with disciplinary action. Most of the times rather than severe action kind words will produce good results.

From India, Madras

First you should have to issue a show-cause notice for better understanding the actual facts. if there would be no reform you can issue him warning letter.
Discuss with concern employee being a HR professional.

What are the PSU service rules that govern fixed-term employees? First, it must be determined whether he has the right to leave and to what extent. The procedure and whether they are paid leaves.
From United States, Boston
Subject : Warning Letter towards absent from duty without any prior intimation.

It has been observed that, you have been taking leaves mostly without any prior intimation and this seems to be a regular practice. Your uneven attendance affects the facets of responsibilities for which you have been hired.

As per the Company Policy and instructions given to you, it is necessary to get approval of Superior authority while taking leaves.

It is a misconduct for which you are making yourself liable for necessary action. You are hereby warned to refrain from such activities; failure to do so shall invoke appropriate action. We expect that the said act should not happen in future again.

Kindly treat this matter very urgent. The receipt of this Warning Letter should be acknowledged.

From India, Mumbai
Warning letter itself is a mild punishment which notify employee that the mistake should not be repeated. Show cause is the letter demanding the explanation from the employee for the deed which appears to be a mistake.
From India, Mumbai
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