Hi All,
I would like to draft a letter warning employees of their regular absenteeism on Fridays or Mondays. This has really become an issue for us since Saturdays and Sundays are also off. We have analyzed the data for the last 6 months and found out that there are some people who have been regular defaulters and would like to give them a warning letter. A prompt response to this will be highly appreciated.
Thanks,
Regards,
Sameer
From India, Mumbai
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11I would like to draft a letter warning employees of their regular absenteeism on Fridays or Mondays. This has really become an issue for us since Saturdays and Sundays are also off. We have analyzed the data for the last 6 months and found out that there are some people who have been regular defaulters and would like to give them a warning letter. A prompt response to this will be highly appreciated.
Thanks,
Regards,
Sameer
From India, Mumbai
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Hi Sameer,
Very well understand the situation.. :D would suggest first to have a talk one to one basis or in the presence of the departmental Head(DM)..rather let DM do the tough talking..if this fails then issue a warning letter..
Well..am attaching the suggested format..
[on company letterhead]
From: [name and title of author]
To: [name of employee]
Date: [date letter is sent, which should be immediately following any meeting discussing these issues]
As we discussed on [date that meeting with employee took place], your
performance as [position] has been less than satisfactory. Specifically, [reiterate the performance or behavior issues that were discussed in the meeting and if a specific incident is the cause of the warning, describe the date of the incident and specifics related to that incident in detail].
The purpose of this written notice is to outline the steps we discussed in our meeting that you need to take to improve your performance and correct these problems, and to make you aware what will happen if your performance does not improve. As we discussed, we want to give you the opportunity to demonstrate your willingness and ability to do the job; however, substantial improvement is required in the areas listed below:
• Use specific examples of the problem performance.
• If feasible, describe how the unacceptable performance affects the
operation of the department, company, etc.
• State your specific expectations for future performance and the timeframe that such action must be taken.
• Describe what will happen if the performance does not improve in a timely manner.
Common examples of the above include:
Absenteeism. During the past ___ months/weeks, you have been absent
from work a total of ___ days, which is considered excessive absenteeism. As we have discussed before, your frequent absences from your duties as [title] put a burden on other staff members and negatively affect productivity. Immediate and sustained improvement in your attendance is required. Continued absences will result in disciplinary action, up to and including termination.
Receipt of this memo acknowledged on [date]:
_________________________________________________
Employee Signature
[name of employee]
cc: Personnel file of [name of employee]
[list other company officials receiving memo, including those who were present at the initial meeting and the employee's direct supervisor(s)]
Cheers,
Rajat
From India, Pune
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Very well understand the situation.. :D would suggest first to have a talk one to one basis or in the presence of the departmental Head(DM)..rather let DM do the tough talking..if this fails then issue a warning letter..
Well..am attaching the suggested format..
[on company letterhead]
From: [name and title of author]
To: [name of employee]
Date: [date letter is sent, which should be immediately following any meeting discussing these issues]
As we discussed on [date that meeting with employee took place], your
performance as [position] has been less than satisfactory. Specifically, [reiterate the performance or behavior issues that were discussed in the meeting and if a specific incident is the cause of the warning, describe the date of the incident and specifics related to that incident in detail].
The purpose of this written notice is to outline the steps we discussed in our meeting that you need to take to improve your performance and correct these problems, and to make you aware what will happen if your performance does not improve. As we discussed, we want to give you the opportunity to demonstrate your willingness and ability to do the job; however, substantial improvement is required in the areas listed below:
• Use specific examples of the problem performance.
• If feasible, describe how the unacceptable performance affects the
operation of the department, company, etc.
• State your specific expectations for future performance and the timeframe that such action must be taken.
• Describe what will happen if the performance does not improve in a timely manner.
Common examples of the above include:
Absenteeism. During the past ___ months/weeks, you have been absent
from work a total of ___ days, which is considered excessive absenteeism. As we have discussed before, your frequent absences from your duties as [title] put a burden on other staff members and negatively affect productivity. Immediate and sustained improvement in your attendance is required. Continued absences will result in disciplinary action, up to and including termination.
Receipt of this memo acknowledged on [date]:
_________________________________________________
Employee Signature
[name of employee]
cc: Personnel file of [name of employee]
[list other company officials receiving memo, including those who were present at the initial meeting and the employee's direct supervisor(s)]
Cheers,
Rajat
From India, Pune
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Attaching a permissible leave to a weekend break is a very common practice in many organizations and institutions. We only need to curb it when we find that an employee is doing this after they have exhausted their permissible leaves or when an employee is absent from work despite being responsible for it.
Are you concerned that employees take leave without informing the management beforehand? In that case, you can implement a company rule stating that leave can only be taken after obtaining prior permission. This rule can be enforced for 'privilege' leave but not for 'casual' and 'medical' leave.
What actions you can take with defaulters will depend on the leave structure within your company.
As managers, we must aim for fairness and transparency in all our actions. This necessitates ensuring that all rules are published, and employees are well aware of and understand them. If, even after these measures, some employees continue to violate the rules, a letter may be necessary. A suggested draft for such a letter could be:
'We have observed from our records that you have exhausted your leave balance, and you have no more leave days remaining. As per our policy, any further leave you take will be without pay and only with prior permission from management. If you have any concerns, please feel free to discuss them with us.'
Let's bear in mind that as good managers, it is our responsibility to not threaten employees but rather persuade them to align with the organization's culture and notify them when they deviate from it.
From India, Chennai
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Are you concerned that employees take leave without informing the management beforehand? In that case, you can implement a company rule stating that leave can only be taken after obtaining prior permission. This rule can be enforced for 'privilege' leave but not for 'casual' and 'medical' leave.
What actions you can take with defaulters will depend on the leave structure within your company.
As managers, we must aim for fairness and transparency in all our actions. This necessitates ensuring that all rules are published, and employees are well aware of and understand them. If, even after these measures, some employees continue to violate the rules, a letter may be necessary. A suggested draft for such a letter could be:
'We have observed from our records that you have exhausted your leave balance, and you have no more leave days remaining. As per our policy, any further leave you take will be without pay and only with prior permission from management. If you have any concerns, please feel free to discuss them with us.'
Let's bear in mind that as good managers, it is our responsibility to not threaten employees but rather persuade them to align with the organization's culture and notify them when they deviate from it.
From India, Chennai
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Hi Sameer,
Find below the format of warning letter on Absentism.
Warning Letter in case of absence without information
Date: ____________
To
Mr.
Designation:.
Sub. – Warning Letter
Mr.
It has been observed that you have proceeded on leave without prior permission of the concerned authorities, resulting in willful insubordination and gross negligence of duties, in your capacity as Designation.
Absenting yourself from duties without prior intimation 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.
You are further advised to submit a written explanation on your unauthorized leave as soon as you receive this letter or as soon as you resume duties.
Kindly treat this as very urgent.
For Company Name
Authorized Signatory,
Hope it will help you in the same.
Regards,
Amit Seth.
From India, Ahmadabad
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Find below the format of warning letter on Absentism.
Warning Letter in case of absence without information
Date: ____________
To
Mr.
Designation:.
Sub. – Warning Letter
Mr.
It has been observed that you have proceeded on leave without prior permission of the concerned authorities, resulting in willful insubordination and gross negligence of duties, in your capacity as Designation.
Absenting yourself from duties without prior intimation 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.
You are further advised to submit a written explanation on your unauthorized leave as soon as you receive this letter or as soon as you resume duties.
Kindly treat this as very urgent.
For Company Name
Authorized Signatory,
Hope it will help you in the same.
Regards,
Amit Seth.
From India, Ahmadabad
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Hi Amit,
I am Satya working in a corporate office in Hyderabad. This is a power construction organization. We have people working on sites. I would like to know about the leave structure which the corporate offices should have. Please tell me where I can find the rules and regulations for the corporate offices. How many casual leaves, sick leaves, paid leaves? How can an employee encash leaves? How can we carry forward this year's leaves to the next year? Will the year be considered from April to March or January to December?
Please let me know the details as soon as possible. Is there any other way to contact you? You can send me the details to
.
Thank you.
From India, Hyderabad
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I am Satya working in a corporate office in Hyderabad. This is a power construction organization. We have people working on sites. I would like to know about the leave structure which the corporate offices should have. Please tell me where I can find the rules and regulations for the corporate offices. How many casual leaves, sick leaves, paid leaves? How can an employee encash leaves? How can we carry forward this year's leaves to the next year? Will the year be considered from April to March or January to December?
Please let me know the details as soon as possible. Is there any other way to contact you? You can send me the details to
Thank you.
From India, Hyderabad
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Hi Amit,
I am Satya working in a corporate office in Hyderabad. This is a power construction organization, and we have people working on sites. I would like to know about the leave structure that corporate offices should have. Could you please inform me where I can find the rules and regulations for corporate offices? How many casual leaves, sick leaves, paid leaves are allowed? How can an employee encash leaves, and how can we carry forward this year's leaves to the next year? Also, will the year be considered from April to March or January to December?
Please let me know the details as soon as possible. Is there any other way to contact you? You can send me the details at satya_baby35@yahoo.co.in.
Thank you.
From India, Hyderabad
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I am Satya working in a corporate office in Hyderabad. This is a power construction organization, and we have people working on sites. I would like to know about the leave structure that corporate offices should have. Could you please inform me where I can find the rules and regulations for corporate offices? How many casual leaves, sick leaves, paid leaves are allowed? How can an employee encash leaves, and how can we carry forward this year's leaves to the next year? Also, will the year be considered from April to March or January to December?
Please let me know the details as soon as possible. Is there any other way to contact you? You can send me the details at satya_baby35@yahoo.co.in.
Thank you.
From India, Hyderabad
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Hi Satya,
Generally, leave would be considered from April to March, and it depends on the organization how much leave they want to give to an employee. In our organization, we have 8 CL, 8 SL, and 22 PL/EL. PL will be applicable after continuous service of 1 year. EL will be calculated at the end of the year or at the time of retirement. You can't carry forward CL, SL, or PL; you can only carry them forward to the next year.
I hope this information helps you.
From India, Mumbai
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Generally, leave would be considered from April to March, and it depends on the organization how much leave they want to give to an employee. In our organization, we have 8 CL, 8 SL, and 22 PL/EL. PL will be applicable after continuous service of 1 year. EL will be calculated at the end of the year or at the time of retirement. You can't carry forward CL, SL, or PL; you can only carry them forward to the next year.
I hope this information helps you.
From India, Mumbai
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Hi Satya,
Sorry for the delayed response. The consideration of the year depends on the company policy and varies from one company to another. However, as Binny mentioned earlier, it is generally considered from April to March. Only earned leave (EL) can be carried forward to the next year; any other types of leave will lapse.
The encashment of leaves also depends on the company's policy. In most companies, leaves are encashed only upon separation from the organization, which could be due to resignation, superannuation, etc. Some companies, however, may choose to encash leaves at the end of the consideration year.
I hope this clarifies things for you.
Regards,
Amit Seth
From India, Ahmadabad
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Sorry for the delayed response. The consideration of the year depends on the company policy and varies from one company to another. However, as Binny mentioned earlier, it is generally considered from April to March. Only earned leave (EL) can be carried forward to the next year; any other types of leave will lapse.
The encashment of leaves also depends on the company's policy. In most companies, leaves are encashed only upon separation from the organization, which could be due to resignation, superannuation, etc. Some companies, however, may choose to encash leaves at the end of the consideration year.
I hope this clarifies things for you.
Regards,
Amit Seth
From India, Ahmadabad
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Hi guys/girls,
I am a newly joined HR assistant in the UAE. I need a warning letter format for a situation that I have attached. Here is the situation... Please, I need it immediately. (How do I give a warning letter? My boss said to send a warning letter, and I am confused. Please send me any ideas immediately.)
Sir,
At 2100 hrs on 17.09.2008, GDS received a call from CEO Mr. Mahmood Amin to investigate a complaint received from security guard Subredo who was on duty at Gate-3B.
GDS Bilal Juma conducted an investigation into the matter, and the following was revealed:
- Security guard Subredo assumed duty at Gate-3B at 1915 Hrs.
- At 1945 Hrs, he called the control office to inquire about a reliever.
- At 2015 Hrs, the security guard asked for a reliever. Since all patrolling drivers were busy, he was informed that he would be provided with a reliever soon.
- At 2100 Hrs, he was again informed that his reliever would arrive within 10 minutes, and patrolling guard Sajid was sent for roving duty.
- The security guard did not wait for the reliever to arrive and directly called the CEO.
During the investigation, GDS discovered a roving-related fighting incident involving the same guard on 16.09.2008 with cycle patrol guard Ansar Ibrahim. In that incident, to cover his offense, he accused security guard Ansar Ibrahim of accepting money at Gate-3 Paid Parking. When GDS asked security guard Subredo when he saw the incident, he initially mentioned August 2008 but later changed his statement to May 2008, four months ago. The security guard's changing statements cast doubt on his allegations, and severe action should be taken against him for making false accusations against a fellow guard.
Further investigation revealed that security guard Subredo obtained the CEO's contact number from Security Guard Dennis Guzman deployed at CT Gate-2. Both security guards were found exchanging messages through Tetra radios in English and Tagalog, which goes against the Tetra usage policy/instruction.
GDS recommends exemplary disciplinary action against security guard Subredo for false allegations and breach of security protocol. Necessary disciplinary action should also be initiated against security guard Dennis Guzman for misusing the radio.
From United Arab Emirates, Dubai
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I am a newly joined HR assistant in the UAE. I need a warning letter format for a situation that I have attached. Here is the situation... Please, I need it immediately. (How do I give a warning letter? My boss said to send a warning letter, and I am confused. Please send me any ideas immediately.)
Sir,
At 2100 hrs on 17.09.2008, GDS received a call from CEO Mr. Mahmood Amin to investigate a complaint received from security guard Subredo who was on duty at Gate-3B.
GDS Bilal Juma conducted an investigation into the matter, and the following was revealed:
- Security guard Subredo assumed duty at Gate-3B at 1915 Hrs.
- At 1945 Hrs, he called the control office to inquire about a reliever.
- At 2015 Hrs, the security guard asked for a reliever. Since all patrolling drivers were busy, he was informed that he would be provided with a reliever soon.
- At 2100 Hrs, he was again informed that his reliever would arrive within 10 minutes, and patrolling guard Sajid was sent for roving duty.
- The security guard did not wait for the reliever to arrive and directly called the CEO.
During the investigation, GDS discovered a roving-related fighting incident involving the same guard on 16.09.2008 with cycle patrol guard Ansar Ibrahim. In that incident, to cover his offense, he accused security guard Ansar Ibrahim of accepting money at Gate-3 Paid Parking. When GDS asked security guard Subredo when he saw the incident, he initially mentioned August 2008 but later changed his statement to May 2008, four months ago. The security guard's changing statements cast doubt on his allegations, and severe action should be taken against him for making false accusations against a fellow guard.
Further investigation revealed that security guard Subredo obtained the CEO's contact number from Security Guard Dennis Guzman deployed at CT Gate-2. Both security guards were found exchanging messages through Tetra radios in English and Tagalog, which goes against the Tetra usage policy/instruction.
GDS recommends exemplary disciplinary action against security guard Subredo for false allegations and breach of security protocol. Necessary disciplinary action should also be initiated against security guard Dennis Guzman for misusing the radio.
From United Arab Emirates, Dubai
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@Divya: Here's a format, please modify it according to your needs.
It has been observed that in the recent past, your compliance with the protocols of the organization has been very poor and not up to the mark. This is evidenced by the following violations. Your actions have caused disruptions to the day-to-day work. While our organization is known for being employee-friendly, there are protocols that must be followed for the well-being of the organization.
Your indifference towards these policies amounts to misconduct and makes you liable for disciplinary proceedings. You are hereby being severely warned and advised, in your own interest, to be more vigilant while in the workplace, to comply with the documented policies, and to make improvements in your behavior.
Any further breaches of policy will result in additional disciplinary action, potentially leading to employment termination. A copy of this reprimand will be placed in your official personnel file.
From India, Mumbai
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It has been observed that in the recent past, your compliance with the protocols of the organization has been very poor and not up to the mark. This is evidenced by the following violations. Your actions have caused disruptions to the day-to-day work. While our organization is known for being employee-friendly, there are protocols that must be followed for the well-being of the organization.
Your indifference towards these policies amounts to misconduct and makes you liable for disciplinary proceedings. You are hereby being severely warned and advised, in your own interest, to be more vigilant while in the workplace, to comply with the documented policies, and to make improvements in your behavior.
Any further breaches of policy will result in additional disciplinary action, potentially leading to employment termination. A copy of this reprimand will be placed in your official personnel file.
From India, Mumbai
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Employee leave format.doc