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]:
[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)]
16th June 2006 From India, Pune