How Should I Draft a Warning Letter About Smoking and Tobacco Use at Work?

I am working with an IT company as an HR Executive in Gujarat. It has come to our attention that many employees use tobacco and smoke inside our office premises. My manager has instructed me to send a warning letter to all employees regarding smoking and tobacco use.

Could you please provide a sample of such a letter?

Thank you.

Regards,

Dear Dhruv,

Instead of giving letters to individuals, first provide the following to department heads.

Date

To: Employee’s Name
From: SHE/HR
Subject: Tobacco and Smoking Policy Violation

Company policy prohibits tobacco chewing/smoking in all indoor areas, public places, and places of employment. It has been brought to our attention that a person in your department is violating this policy. Specifically, the complaint concerns Mr. *******, Mr. ******** who was smoking in (location on date and time).

Violations of these rules may be punishable in terms of a fine. In addition, the violator may be subject to disciplinary action by the company. Please speak with your team members and remind them of our Tobacco and Smoking Policy.

Your cooperation in this matter is greatly appreciated.

Thanks,
For SHE/HR

As per legal views, we must circulate a circular regarding the prohibited areas where smoking and tobacco use are not allowed on the premises. We need to define a designated area for this purpose. It should be mentioned that management will take strict action in case of any violations. Subsequently, we can issue individual letters (advisory, warning).

Therefore, I suggest that you circulate a circular in language that is easily understandable to most people before taking further action.

Regards,
Fogat