Verbal Warning Letter

Dear Friend
You cannot claim the Passport of an employee as a right because it is his personal property. That is the only proof he holds while staying in any country to produce to the Police or any other authorities. If a foreigner caught without passport, then he can be arrested.
You can obtain the copy of passport for submission of the details of foreigners engaged by your company, to get registered in the Police Commissionerate of your District.

Why would you want an employee to return passport? Passport is a personal document of an individual and Employer has NO RIGHT to take it. Under no circumstances should an Employer force employees to handover the passport.

Hi!
What you write cannot be verbal . Under which company law do you/your company thinks that they could ask an employee to give you his/her passport? Do you demand as the passport authority? This is an government document given to an individual and by no means it is the property of any company in this universe. You might ask for the photocopy but cannot insist to give you the passport. Just try it asking/insisting an employee to submit his passport to the company in a company letterhead duly signed by the authority and see what action can be taken.

Dear Veni,
Please be informed keeping somebodies Passport in your position is a very serious offense. This comes under the scope of forced labour. Being HR it is your responsibility to make aware the Management about the well being of the organization. Do not even think about warning him for not surrendering his passport to you. This offense will i am 100 percent sure can open a pandora box upon the Management. Even some Director or Manager or all may land in Jail for it as the same is also punishable under Indian Penal Code..
Please Beware.

Dear Vani,
Replies to the effect that verbal warning can not be given in writing are absolutely right.
Verbal warnings are given for a lapse which is not serious enough to be recoreded/call for major or minor penalty and placed in personal file but can be ignored.
Verbal warning is given by calling the person concerned and informing him of the lapse and to caution that repetition of lapse will attract minor or major penalty.
The fact that person has been given verbal warning is recorded in a register and the employee who has been warned and the person who has given warning sign the register.
Different organisations follow different procedure but to my knowledge the gist remains same.
Regards,
Col.Suresh Rathi

Dear Veni,
I presume that what you intend is a warning memo in writing. This can begin and end in the following manner:
To
....
Dear Mr.....,
You had proceeded on leave from .... & ..... for trip outside the country. On your return and reporting back for duty, immediately you were required to submit back the passport dully as per the company's policy. You had failed to do so. You had returned it back only after 6 days after you were reminded about it by the HR department.
You are hereby advised to avoid such recurrences in future and comply with the rules and regualtions of the company.
Signed (By the Concerned authority)
Hope this draft meets your requirements.
Regards,
R. Sairam
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Dear Veni,
I presume that it is warning letter that you intend to serve on him. This can be in the following format:
‘
To
……
Dear Mr…..,
You were sanctioned leave from … to ….. On reporting back for duty as per the company’s policy, you were to return your passport to the HR department, which you had failed to do so. Only after you were reminded, you had retuned your passport after 6 days.
You are hereby advised to avoid such recurrences in future and to comply with the company’s rules and regulations.
Singed (By concerned authority)’
Hope this helps.
Regards,
R. Sairam
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Dear kamalkantps,
I am not aware of the law of land from where this query has come from. I presume that their law permits it.
I have only provided the draft of the memo and it is expected that the person on the other side would issue such a letter after applying his mind.
Regards,
R. Sairam

Dear Vijay Mahajan,
your preception is based on Indian Laws. This may not be so in some other country's Law.
Regards,
R. Sairam

Dear All,
To the best of my knowledge, no law in any contry requires one to deposit passport with employer.
This is done just to have hold over the employee from taking up job with some one else or leave job and return home before contract period is over.
Technically this is illlegal but is prevelant in a number of countries.
Regards,
Col.Suresh Rathi