How Should We Handle an Employee Taking Company Equipment Without Permission?

Dear All,

We have been operating an audio and video equipment rental business. Two days ago, one of our employees took a television without permission from his reporting manager for personal use. The individual who supported the removal of the television has already informed the manager. In the presence of a witness, our management intends to send a charge sheet to the concerned person.

Kindly assist with this matter.

Thanks & Regards,
Mathanraj P
[Email Removed For Privacy Reasons]

I opine that before proceeding with a charge sheet and all, please verify his track record, such as how long he has been working and if there have been any disciplinary proceedings. Whether the answer is yes or no, it is essential to have a one-on-one discussion with the gentleman to understand the reasons. If he is feeling guilty, ask him to submit an explanation letter, issue a warning letter, and close the issue. This approach will make the employee more cautious and may lead to a change in behavior. If not addressed, this issue could become problematic in the future.

The Warning Letter

The warning letter should be very strong and specific.

Regards,
Kamesh

Dear Mathanraj P,

Before raising the charge sheet, you need to provide us with a lot of information.

Standard Operating Procedure (SOP)

Have you created an SOP on the movement of the company's assets out of the company's premises? If the SOP exists, has the employee read it? Have you obtained a signature from the concerned employee confirming they understand the SOP?

Grounds for Charge Sheet

If there are no formal instructions, on what grounds would you like to raise the charge sheet? Are you aware of the complete process of discipline? Can you go straight to the charge sheet, or would you prefer to issue a show-cause notice first?

Security Measures

Do you have a security guard at the company's gate? If yes, why did they allow the company's equipment to be taken without proper authorization? Why did they not ask for a gate pass? If the security guard is at fault, why not issue a show-cause notice to the guard on duty as well?

If there is no security guard, what measures have you taken to prevent unauthorized movement of the company's materials?

Issues like these do arise, but effective management involves being proactive and establishing a set of rules and regulations rather than being reactive. While posting in a public forum, it is important to provide complete information to avoid incorrect recommendations or suggestions.

Thanks,

Dinesh V Divekar