Struggling with Employee Irregularity? Need Help Crafting a Warning Letter?

Could you please help me with a "Warning letter format" for irregularity? For example, an employee who hardly comes on time, frequently takes unauthorized leaves, etc.

Thanks & Regards,
Jyoti Gupta
Executive - HR
Future Group

Warning Letter for Habitual Irregular Attendance

To
Mr. …………………
Emp. No. ………………
Designation: ……………

Your leave record shows that you are in the habit of being absent off and on. Despite being verbally advised and warned to improve your attendance, you have not shown any improvement. You were again absent on ……… without any authorization. You are being given another opportunity to correct yourself, and in case you do not show any improvement, we will have no alternative but to take a serious view of your actions. On your above absence, you are being strongly warned.

AUTHORISED SIGNATORY

Mr. Hitesh has given a good letter which you can use. However, here and there, I feel it to be a little harsh. An employer has to be firm but need not be harsh even in the worst situations. I suggest the following changes to his letter:

Instead of "Off and on," it would be better to use "frequently." Instead of "verbally," I feel it can be "orally." Instead of "are warned for improving," it could be "you have not shown any improvement." Instead of "no alternative," it might be "we would be constrained to take further appropriate action as deemed fit in the circumstances."

Please note these are my suggestions. I am not decrying Mr. Hitesh. The suggestions, according to me, would project the management in a better light. You may accept or reject them. It would be better to wait and get opinions from other fellow members in this regard and then make a wise and final decision.

Regards,
M.J. Subramanyam, Bangalore

You are working at Future Group, which falls under the Shops and Establishments Act. Depending on the state in which you are working, you must adhere to the specific rules of that state and issue the warning letter accordingly.

Regards,
Siva Kumar

HR Formats for Future Use

Please find the attached HR formats which will be useful for the future.

Regards,
Karuna