Disciplinary Memo : Require A Mail Draft

Friends,
Please help me.
I am working in Management consulting firm. I am facing problem in interacting with employees majorly for one issue that is most of them (senior to down the line employees) are not signing the attendance register on daily basis not informing the HR for their BD vist,comp off,work from home. Though i have already told them that office in-time is 9 am and grace time is 9.10am... if any one comes after that they have to sign and enter the in time also and also intimated that salary will be deducted. As and when they feel like in the afternoon or in the evening they will sign the register. But their is no improvement.
Now i am planning to prepare a draft and send it to all.
Pls help me in drafting a letter.
Rgds,
pooja

Hi Pooja,
It will be better if you draft the mail and share on Citehr for inputs from senior members and any rectification if required.
Raise all the issue in the mail that you are facing in your organization and what policies you want to apply.
Accordingly we will help you,and self practice will improve your skills also.
Good Luck !!!

Thanks Lavika,
Dear All,
As per our company policy, attendance register entry on daily basis is mandatory. Non-compliance of entry will be viewed seriously
Importance of daily entry in register has been highlighted many a times to all employees in the past. Therefore, to ensure the same we are taking attendance register and swipe card entry into consideration for payroll process. All the employees are hereby requested to update HR as well as attendance register for BD visit, leaves taken, comp off availed and half days if any.
Employees are requested to co-operate
But however i wanted to inform them that they are not informing me nor signing the resister for leaves taken,comp offs availed,hald days etc.

Circular : Office timings
Applicable: To All employees
With effect from:../ April/2014
Dear All,
It has been observed that most of the employees are not adhering office timings and attendance guidelines.This is not acceptable in our organizations.
Kindly note that office in timings are 9 Am sharp.There is a relaxation of 10 minutes ie.upto 9:10 AM.If you reach office after 9:10 AM you need to enter your manual attendance in respective register otherwise your salary for particular day will be deducted.Also make sure that you are informing to your HOD before going on any client meeting as well as putting entry in register.
This policy should be adhered strictly to maintain office decorum .Any discrepancy and non adherence will lead to strict action.
Regards
XYZ
\
SENIORS PLS RECTIFY WHERE I AM WRONG :)

Dear Pooja,
You have already received a draft from Lavika. Appreciate her effort!
However, every cause have a reason. Why aren't the employees owning their actions? The leadership team have been in the firm, longer than you have worked.
What have been their outlook to it? What corrective actions have they taken towards it?
Looking forward to hear from you.

Dear All,
It has been observed that most of the employees are not adhering to the following attendance guidelines..
1. Daily entry in the register/Swipe card entry
2. Informing HR and updating attendance register for BD visits, Leaves taken, comp off availed, half day if any
You are hereby requested to extend your kind cooperation..
Regards,

Dear Pooja;
I am also facing same problem for this I have sent mail to everyone. You can see that.
Dear All,
It is been observed that lot of employees are regularly coming late . As per our policy only two late comings are allowed in a month and grace period of 10 minutes after shift time is allowed.
But lot of employees are reaching office 15 minutes to 30 minutes late after shift timings which is to be considered as late coming.
From next salary onwards Late Coming will be considered same as early going and data will be provided to everybody.
More than two time late coming shall be considered as half day absent.
This policy is to be followed by everybody across hierarchy of Umax. This is for your information please.
Thanks & Regards
Pratibha Bhandari

Following draft could be used for ciruclatio/exhibiting on Notice Board

QUOTE

It has been observed by the management that many of employees are habitual late comers.

This is not at all acceptable to our management and the same is being viewed seriously by

management. As per our company policy minimum ... minutes of grace period is allowed, after

commencement of shift/ ... minutes of grace period before closure of shift.

Such grace period is allowed only ... times in a month.

If any employee is availing more than the prescribed grace period, such recorded timings shall be

treated as "late coming" or "early going' (as the case may be) and proportionate wage/salary cut

shall be effected by the management, in addition to initiating appropriate disciplinary actions, as the management

shall deem it fit and necessary.

Therefore, all such latecoming/early going employees are hereby advised to desist from such practice

and fully cooperate with the management in adhering to the prescribed work timings of the establishment.

Thanking you.

for ...XYZ COMPANY

FACTORY MANAGER

UNQUOTE

Thanks

R K Nair

I have made my CEO to forward the mail (disciplinary action) to the employees,i have got full rights from my management to deduct half day salary if employees are coming late(3 late marks are allowed),not informing the HR about the Business Development visit,any comp off taken,or if approval of senior person is missing on leave taken.
We have informed this to all the employees through mail through the CEO
regards,
Pooja

Dear Pooja,

You are in Hr..We Hr people are not only for deducting salary thus we have to find out the root cause and rectify the issue accordingly.

Its good that u involved your CEO in particular issue now employees will follow the policy at some extent but dont you think you are playing safe.

Employees are getting smarter they will be aware that you have done it indirectly means through your boss and you will lose their trust.And believe me for some days they will follow policy and when you CEO will be busy in some other works then they will start doing same thing.

Dear Come forward and have a open discussion with employees ..Try to find out other issues as well and take initiatives to avoid these kinds of irregularities..

Sorry Seniors If I am wrong somewhere but I just want HR's to be more independent and full of initiatives..Deducting salary is not long term solution according to me..Proper feedback and bonding is also required between employee and HR so that both can work for each other benefits