How Do I Write a Gentle Warning Letter for Vehicle Misuse? Seeking Advice

Dear Officials, I need to send a warning letter to one of my employees regarding "Vehicle Misuse." Please assist me with that. However, the letter should be written in a cool manner, not overly harsh. Your help in this matter would be greatly appreciated.

Thank you in advance.

You have to mention the incident briefly to draft accordingly. However, you may write along the same lines as below:

Draft for Vehicle Misuse Warning Letter

"It has been brought to our notice that you (employee's name) have used the company vehicle on [date] stating the reason for [the purpose]. However, we observed that the vehicle was used for your personal needs (narrate the incident briefly). This is not acceptable as it is against company policy. Kindly take note of it and do not commit such a mistake in the future. Any re-occurrence of such an incident will invite disciplinary action on you."

For [Company Name]
Admin / HR Manager

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 scrapbook. Yeah! No kidding.

If you send a letter, it has to be on the company's letterhead, and if it's just a normal memo, it has to be signed by a competent authority. We are talking about a violation of policy here. It can't be cool, and if it's cool, then it's not a violation.

I'd suggest, on a cooler note, send an email if it's allowed in your policy and state the reason and call for a meeting. 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 the situation and the 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 purposes, duly maintaining the logbook. We have come to know that you have been using the vehicle for purposes other than official, which is not in accordance with the company's policies and instructions.

We clearly state that the vehicle should never be used in the future for any purpose other than official. If it is brought to the management's notice again, the company will be constrained to take action. We are confident that employees will not drive us to that extent.