How Do I Draft a Memo for a Loan Policy Violation? Seeking Sample Formats

Loan Policy Violation and Memo Request

In my organization, an officer has been found to have violated the loan policy. The organization intends to issue him a memo, requesting an explanation for his actions. I would appreciate it if any knowledgeable colleague could provide a model format for such a memo.

Thank you in advance.

Regards,
Somnath

The proposed draft could be as follows:

Date: [Insert Date]

To,

Mr. [Name of the Officer]

Employee No: [Employee Number]

Violation of Policy on [Insert Specific Policy]

Reference is made to the allotment of a loan to Mr./Ms. [Name of the Borrower] with borrower No. [Reference Number].

You are entrusted with the responsibility to ensure that the proposed borrower complies with the terms and conditions before allowing the withdrawal of the first installment of the loan. However, in the aforementioned case, this was not done, and your action/decision violates Clause No. [Number], Paragraph No. [Number] of the Policy on [Policy].

You are hereby directed to explain your conduct upon receipt of this letter. Your explanation must reach us within 48 hours of receiving this letter. If no explanation is received, or if the explanation is deemed unsatisfactory, the administration of [Your Company Name] is free to take disciplinary action against you.

[Signature]

[Name]

[Designation]

Note: Please make suitable amendments where necessary.

Thanks,

Dinesh Divekar