Warning Letter For Process Violation To An Employee

Subject: Warning Letter to Employee Regarding Process Violation

Dear [Employee's Name],

I am writing to address a serious issue of process violation for personal benefit and the creation of a negative image of our organization. It has come to our attention that your actions have jeopardized the reputation of the company.

As an employee, you were hired to enhance the company's reputation, not tarnish it under any circumstances. Your misconduct reflects poorly on the organization and cannot be tolerated.

Therefore, I am issuing this memo to express our disappointment in your actions. It is imperative that you understand the gravity of your behavior and the impact it has on the company's image. We expect our employees to uphold the values and standards of our organization at all times.

I trust that this warning serves as a reminder of the importance of maintaining the company's reputation. Any future violations will result in further disciplinary action.

Sincerely,

[Your Name] [Your Title] [Company Name]

For any process violation, first, you need to obtain a written complaint from his superior. Based on the report, it is suggested to issue a show cause notice and request an explanation within 48 hours.

Regards,

S. Rajasekaran
srs_vignesh@yahoo.co.in

While it is necessary to receive a written complaint, a warning memo can be issued even without providing a show cause notice. Generally, for warning and fineable offenses, show cause notices are not typically issued.

Regards,

M. Venkatraghavan
Email: venkatraghavan_9195@rediffmail.com

There are two ways to look at this.

1. Will seeking a complaint from his superior not absolve the concerned supervisor of his responsibility to react?
2. HR should intervene when the line manager/supervisor fails and seek help for intervention. The best way is to promote a culture of assertive communication by HR through line managers. Any violations and consequences should be first brought to the attention of the concerned employee straight by his line manager, giving him the opportunity to mend his ways. Mostly, such communications will help compliance, failing which HR should intervene.

Hi Neeraj,

We are HR consultants with 32 years of experience. Before issuing a warning letter to a delinquent worker, obtain a written complaint from the department head detailing the manner in which there was a violation of the process. The complaint must include the day, date, time, place, and the name of the witness present during the incident. Based on the complaint, draft the warning letter and have it approved by an HR consultant. Do not forget to specify the clause under which the act and omission amount to misconduct. Since this is a legal communication, take utmost care. Your advice is welcome. Please write to us at ace_placements2007@rediffmail.com.

Avinash Kanoray