Warning Letter - Warning Letters [Thread 463106]

Dear Officials,
I need to send one Warning Letter to one of my Employees about "Vehicle Misuse".
Please help me for that..
But the letter is in cool manner not very harsh...
Please help..
Thanks in Advance

Hello Kamlesh,
You have to mention the incident in brief to draft accordingly. However, you may write on the similar lines as below -
'It has been brought to our notice that you (employee name) have used the company vehicle on ........ (date) stating reason for .................. (the purpose). However, we observed that the vehicle was used for your personal need (narrate incident in brief)
This is not acceptable as it is against company policy.
Kindly take a note of it and do not commit such mistake in future.
Any re-occurence of such incident will invite disciplinary action on you.
For .....................(Company name)
Admin / HR Manager

Kamlesh,

Ideally I am guessing the person who has been allotted a vehicle for work use is either a senior personnel VP /Director

or a Sales Relationship Manager.

If you are looking for cool communication then sending a letter is not. As you cannot send such 'memos'

from the pages of your personal scrap book. Yeah ! No kidding.

If you send a letter it has to be on the company's letter head and if its just normal memo

it has to be signed by a competent authority. We are talking about violation of policy here.

It cant be cool and if its cool then its not a violation.

I'd suggest on a cooler note send an email if its allowed in your policy and state reason and call for a meeting.

As, sending a letter is very very official business. Consider you receiving one for late coming.

How does that feel..is this going to cost you your job? Is it that serious?

Besides sending a letter means they are allowed to defend themselves and that indirectly means

you have the necessary proofs to accuse them in the first place.

So if you haven't yet jumped the gun. Take a deep breath and choose your approach as per the

intensity of situation and level of policy violation.

Best Wishes

Erstine

Draft letter
Considering the work allotted to you, you were given a vehicle to be used for official purpose duly maintaining the log book. We came to know that you were using the vehicle for purpose other than official which is not according to the company's policies and instructions.
We clearly state that the vehicle should never be used in future for any other purpose other than official and if it is brought to the management notice the company will be constrained to take action. we are sure employees shall not drive us to that extent.