How Should I Handle Issuing a Warning Letter to Our Office Boy for Repeated Lateness?

Dear Seniors, I need your help on an urgent basis. Today, one of our office boys was late as usual. His scheduled time is 10 p.m., but he always arrives at 10:30 p.m. Our office timing for all other staff is 10:30 p.m., so the staff doesn't receive a drinking water bottle at their desk by the time they reach the office. He usually serves the water after 11 p.m. only. Today, I warned him again, and he responded back to me. When I informed the director about this incident, he instructed me to issue a warning letter to him.

Questions Regarding Issuing a Warning Letter

1. Can we directly issue him a warning letter, or do we have to issue a show-cause notice? (His HOD and I have given him oral warnings several times.)
2. He can't understand English, so do we need to issue him a warning letter in Marathi, or can we issue it in English?
3. Do I need to mention the issue in detail, or are the words "negligence of duty and misbehavior with senior" sufficient for the letter?

Kindly guide me on this matter as I have to issue him a warning letter tomorrow.

Regards, Archana

Issuing a Warning Letter for Late Coming

Issue him a warning letter in the regional language and keep one receipted copy in his office file. I am sure he has been warned verbally earlier for late coming.

Where is the question of misbehavior with seniors? It appears to be a problem of late coming, which many people in this nature of job have. Specifically mention late coming on a frequent basis despite many verbal cautions in the warning letter. You can issue a show-cause notice detailing his frequent late arrivals and your attempts to correct him.

Give him 48 hours to respond and then issue the warning letter. Keep one copy of his receipt/acknowledgment on file. Ensure the letter is legally worded in simple language, direct to the point, and in Marathi (local language).

"Apart from writing that you are appointed as an office boy w.e.f. ----, you have been observed coming late to the office on -------, whereas your office timings are -----. You are hereby required to give an explanation for the lapse by ---- (48 hours date). In case no reply is received by ---- (date), suitable action will be initiated against you."

Signed by the appropriate HR authority with the date.