Need Help with HR Document Formats: Can You Share Templates for These Letters?

Could you provide me with the formats for HR documents mentioned below:

1. Warning Letter Format - Absenteeism
2. Warning Letter Format - Low performance
3. Job Offer Letter
4. Regret Letter to Applicant
5. End of Service Letter
6. Termination Letter

I would really appreciate it if I could get them at the earliest possible. I appreciate everyone's help with this one.

Dear SK..
Fine below one of the sample format of Warning letter in case of absence..
21st August 2007
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
Name:
Designation
Print it in duplicate and attach one in his personal file..
Hope it may help you to prepare the same..
Regards,
Amit Seth.

Thanks a lot for your quick help, Mr. Amit S.

Though I find this site very useful, at times (very often actually), people don't reply to your requests, and you end up with the least help out of these forums.

If I do know something and I could help, I surely would take a few minutes to do it because that's how the site is made useful and informative. I hope everyone thinks that way.

Cheers to all, SK

Dear SK,

Thank you so much.

Find below one of the sample letter formats for a Job Offer as well as a Termination Letter.

Offer Letter

Date: ___________

Ms./Mr. _________________

_________________________

_________________________

_________________________

_________________________

Dear ________________,

With reference to your application and subsequent interview with us, we are pleased to offer you the position of ___________________ in our organization at a CTC of Rs. __________________ (Rupees ___________________ only).

We would expect you to join as early as possible but not later than _________, beyond which the offer would stand withdrawn unless a new date is mutually agreed upon by us in writing.

On the date of your joining, please bring along the following:

1. Proof of age
2. Copies of Educational Certificates
3. Copies of professional Certificates
4. Relieving certificate from the previous employer
5. Appointment letter of the previous employer and salary revision letters
6. Last pay slip received from the previous employer
7. Form 16 (TDS certificate)
8. 3 Passport Size photographs
9. An updated Curriculum Vitae

This Offer of Employment is subject to receipt of satisfactory references.

This Letter of Offer is being sent in duplicate. Kindly sign the copy as a token of your acceptance of the offer and return it to us.

For, Company Name

Name: Employee Name

Designation:

FORMAT OF TERMINATION LETTER

____/HRD/___ Date_____________

Mr./Ms. ____________

___________________

___________________

___________________

Mr./Ms. _____________,

This is in continuation of our letter dated _____________, which was sent to your last known address by registered post, calling upon you to submit a written explanation within 48 hours for your continued absence without any intimation. We note with regret that you have neither resumed your duties nor explained the reason for your continued, willful, and unauthorized absence.

As per the terms of your appointment letter dated ________________, it is clearly indicated that absence for a continuous period of 10 days without prior approval of your superior (including overstaying on leave/training) would result in you losing your lien on the service, and the same shall automatically come to an end without any notice or intimation.

You are hereby informed that you have lost your lien on your service as a ________________________ and it is deemed that you have abandoned the employment of your own accord. The relationship between you and the company has ceased to exist with effect from ___________________.

You may collect your full and final settlement dues, if any, from the Accounts Department.

For, Company Name

Name:

Designation:

Hope it will definitely help you to prepare the same at your end.

Regards,

Amit Seth.

Dear SK,

Find below one of the sample formats of a Regret Letter.

[FORMAT OF REGRET LETTER AFTER INTERVIEW]

PRIL/HRD/___ Date: ____________

Mr. _______________

__________________

__________________

__________________

__________________

__________________

Dear Mr. ________,

This is in reference to the discussion that we had on ________. We thank you for responding to our call and showing interest in wanting to join our organization. Unfortunately, we regret to inform you that your profile is not suitable for the position available with us.

However, we will retain your bio-data in our database and will reach out to you as and when any vacancy suitable to your profile arises. Thank you once again for taking the time to come and meet us.

With Warm Regards,

Company Name

Name

Designation

Regards,

Amit Seth.

Hi SK,

Attached are a few details:

Employee Name: _____________ Employee ID: _____

Process: ___________ Designation:________

Supervisor's Name: _______________ Date of Issue: _________

Disciplinary Action Policy Document

2nd Written Warning

Description of Incidents: Unauthorized Absenteeism

Mr. Michael,

It has been brought to the notice of the management through your superiors Vishal Lobo & Pramod Kate that you have been taking uninformed leaves on a regular basis. In July 2006, you took leaves on 4 days: 5th, 7th, 10th, 12th. In August 2006, you took leaves on 5 days: 3rd to 7th August 2006. Your Team Leader gave you a verbal warning for this. However, you ignored it and took an uninformed leave in September 2006 (5th September 2006), for which your Team Manager gave you a verbal warning. Despite these warnings, you took unplanned leaves on 10th, 11th, 12th, 13th, 23rd, 24th, and 25th of October 2006 and 1st November 2006. Consequently, you were issued a First written warning by the HR department on the 8th of November 2006. Even after repeated counseling from your Team Leader and Team Manager, you continued to take leaves without prior intimation and approval.

Again, you took 9 unauthorized leaves in March 2007 and 6 unauthorized leaves in April 2007. This has adversely affected your and your team's performance on the floor.

In total, you have taken 36 unplanned leaves from July 2006 to April 2007, which, under any circumstances, is unacceptable and amounts to unauthorized absenteeism.

We would like to reiterate that it is important for you to plan and communicate about your leaves to your immediate supervisor well in advance. Leaves can only be availed once approved by your immediate supervisor.

However, since you have accepted your mistake via your confession letter dated 26th Apr '07, management has decided to issue a Second Written Warning letter for not abiding by the rules/policies of the organization. Any further occurrences shall be viewed strictly and could lead to the termination of your services.

Employee Signature:

Supervisor Signature:

AGM - Human Resources:

For Performance Corrective Action Policy Document

Employee Name: Employee ID:

Process: Designation: Sr CSE

Supervisor's Name: Date of Issue:

(State Level of Warning)

Subject: AHT for the period April 01, 2007, to April 30, 2007

Mr._____________

This is in reference to your AHT for the above-mentioned period. Despite a Verbal Warning issued on Feb 6th, 2007, and the first CAP letter issued on March 30th, 2007, your AHT has not improved. Therefore, we are issuing you a 2nd CAP letter.

Your failure to meet expectations directly impacts our process statistics and process efficiency.

You are given 15 days from the date of issue of this letter to improve your performance to acceptable standards as defined by the KRO's/SLAs. Your AHT during this 15-day period should be between 390 to 405 Seconds.

You will be under strict vigilance for the period mentioned in the CAP. Please outline the steps ahead as per the CAP policy.

We would also like to inform you that any two instances regarding your AHT, Accuracy, Absenteeism, and Schedule Adherence during this 15-day period should lead to strict Corrective action, including termination from services without notice.

We trust that you will not give us another chance to issue you another warning letter, and such instances will not occur in the future.

Employee Name (tr):

TM Name (Team Manager):

OM Name (Operations Manager):

(Copy in a personal file)

Written memo in case when corrective action is required from the employee:

Employee Name: Employee ID:

Process: Designation: Sr CSE

Supervisor's Name: Date of Issue:

Steps for corrective action plan:

1. TL to do remote and live barging of calls. Taking during this period.

2. Side-by-Side monitoring of at least 3 calls per day - Calls to be scored based on procedural handling and AHT.

3. Sharing of AHT and Accuracy Stats on a daily basis with daily feedback on these parameters.

Review date:_____________

Comments of TL/TM:

Despite giving Sudip a fair chance and ensuring that he has been given regular feedback and assistance toward achieving his KRO metrics of AHT and Accuracy, his performance has still not improved to acceptable standards.

We are issuing him this Second CAP letter and will continue to monitor his performance and review his Stats with him daily throughout this 15-day duration.

- Team Manager

Review date:

Comments of TL/TM:

Employee:

Team Leader:

Team Manager:

Hello everyone,

I want to know about the further courses related to HR after MBA because I want to continue my studies while working a job.

Dear Mr. SK,

I am enclosing the format of the termination letter herewith. I hope it may assist you.

Regards,

Nithya P

Date: 2008

Mr ________

___________

__________

K.A: ______________

Subject: Termination from Employment

We have reviewed your employment with the Company, and it has come to our attention that your performance and attitude have not met the Company's expectations. This issue has been raised with you on multiple occasions, which is a violation of company norms.

You are hereby informed that ________, 2008, will be your last day of employment with our Company. You are terminated with immediate effect.

Please return all Company property to the relevant department before leaving the office premises. Additionally, be aware that the terms of your Appointment Letter regarding confidentiality and other post-termination obligations will remain in effect even after the termination of your services.

You may collect any outstanding settlement dues from the Accounts Department.

For ______________ Ltd

Hi,

Please find the attachments of the letters you requested. I've also attached some more business letters that may be useful to you.

Kindly let me know your suggestions.

Hi everyone,

I really appreciate all the formats that you have posted. It really helped me a lot, especially since I am new to this kind of job. I hope you can continue to provide more sample memos on different subjects.

Thank you!

Hello everyone, please help me find a letter format regarding re-designating an employee with an attitude problem—being disrespectful to her immediate supervisor (which occurred twice).

Many thanks!