How Would You Format a Warning Letter for Employee Misconduct Issues?

Warning Letter Format Review

Please review the format of the warning letter for the following reasons:

- Unauthorized absence from work
- Complaints from your supervisors
- Stock shrinkage
- Disregarding the directives of your supervisors
- Bad attitude

It has been observed that you proceeded on leave without prior permission from your superiors in two different stores, resulting in willful insubordination, gross negligence of duties, and a bad attitude. Additionally, stock shrinkage has been noticed in the stores, and complaints have been received from your superiors at all four stores.

Kindly format the sentences if there are any mistakes.

You may issue the warning letter like this:

Date: -

To,

Mr. ______

Employee No. ______


1. It has been observed that you were absent from your duties from _____ to _____ (date). Your HOD had not authorized your leave; hence, your absence is unauthorized. Please note that unauthorized absence is considered "misconduct."

2. Unauthorized absence disrupts the smooth functioning of the department's work. You are hereby warned to be mindful of your attendance. Recurrence of misconduct like this will result in the initiation of severe disciplinary action against you.

Authorized Signatory

About the inclusion of the topic of inventory accuracy in the warning letter: This topic need not be included in this warning letter. Unauthorised absence and stock inaccuracy are both independent issues and should be kept separate. Stock shrinkage is a challenge in any setting. This does not mean that I justify shrinkage. However, I recommend conducting a separate inquiry for this. Do you have records of inventory accuracy ratios from the past? Has the ratio declined recently? You cannot solely hold the stores in charge responsible for this. What automation has your company initiated to improve inventory accuracy? In the inquiry, records such as indent, purchase requisition, etc., must be checked. Does the user department submit the indent before the material is issued? How frequently are the stocks checked? If issuing material without an indent is a common practice, then it indicates a flaw in your system. Additionally, some shrinkage is natural. Have you identified the allowable limits of shrinkage for various items? Therefore, please address this issue differently.

Thanks,

Dinesh V Divekar

I need a second warning letter for my staff for not opening the retail store in the shopping mall. The staff has already received a warning letter from the mall security office as well.

Regards

With the warning letter format well in place, please try drafting the warning letter on your own. Some seniors, like me, will review and correct the draft. This process will help improve your drafting skills.

Regards,
Dinesh V Divekar

It has been brought to our notice that you failed to comply with the Mall Management's rules and regulations and opened the store very late, resulting in an official warning letter from the Mall Security Office.

Second Written Warning

Please treat this as your second written warning for failure to abide by company operating standards. As you are aware, these guidelines ensure the smooth and efficient functioning of our stores.

Compliance with Company Regulations

Henceforth, please ensure that you strictly follow company regulations. Failure to comply could lead to strict disciplinary action, including up to termination of employment.

The management is ready to assist you in your efforts; however, it is up to you to show us that you have the ability and willingness to perform within the framework set for you.