Letter To Be Issued To Employees For High Usage Of Official Mobile Phone

Subject: Letter Regarding High Usage of Official Mobile Phones

Dear Team,

It has come to our attention that there has been a significant increase in the usage of official mobile phones provided by the company. While we understand the importance of staying connected and accessible, it is crucial to maintain a balance between work-related communication and personal use of company resources.

Excessive use of official mobile phones for personal calls, messages, or internet browsing not only impacts productivity but also incurs additional costs for the company. As responsible employees, it is essential to use company-provided devices primarily for work-related tasks.

To ensure efficient use of company resources and to avoid unnecessary expenses, we kindly remind all employees to use their official mobile phones judiciously and primarily for work purposes. Personal use should be limited to breaks and emergencies only.

We appreciate your cooperation in this matter and trust that you will adhere to the guidelines provided. If you have any questions or concerns regarding the appropriate use of official mobile phones, please feel free to discuss them with the HR department.

Thank you for your attention to this important issue.

Sincerely,

[Your Name]
HR Department

Instead of issuing such a letter, which may create an unwarranted embarrassing situation between the employees, you can set the mobile bill reimbursement limit according to the cadre and designation.

Well, I agree with Mr. Bhaskar. Second, if you don't have any mobile policy, you can inform the user/employee about high usage or amounts exceeding the eligibility criteria. This excess amount can then be deducted from their salary or adjusted through reimbursement, as suggested by Mr. Bhaskar. Lastly, you need to develop a Mobile Policy or incorporate the same guidelines into your Employee Handbook under "Work Tool," providing comprehensive details on eligible and applicable usage amounts for your employees.

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Dear Priyanka,

Mobile usage has gone out of control in everybody's hand. Normally in any company, they fix a maximum amount for each depending on the position, and any excess that is made is recovered from the salary of the individual. There is no necessity that they must make the maximum calls to the extent of the amount fixed.

You may send a circular explaining the use of the mobile as well as the necessity of reducing the expenses for the company's benefit. Here are a few tips where they can avoid the calls to be made:

1. Do not make a call to any colleague (unless it is free) who is sitting in the same office.

2. Receptionists should be cautioned not to call any employee through their mobile and use the intercom for calling them.

3. Calls should be made short and precise, with detailed information sent through email.

4. Employees should try to avoid calls to other places when they are on tour, etc., and send an SMS giving details followed by an email.

5. Private and personal calls are to be strictly avoided.

6. Daily details of calls made can be obtained from the mobile company (it is a free service) for each individual to be careful about the calls they make every day and avoid unnecessary calls.

In addition, all connections are made as CUG so that calls made among the staff of the company will be free.

It is possible that if the above guidelines are strictly adhered to, expenses can be reduced and kept under control.