How Do I Draft a Professional Memo for an Employee Neglecting Duties?

Good morning to all,

Could you help me with preparing a memo to address an issue with an employee? The employee has been negligent in fulfilling his duties and responsibilities. Specifically, his tour diary and logbook have not been updated from 1/04/17 to 20/04/17. Additionally, there are 34 pending follow-ups or conversations related to various cases. Please assist in drafting a memo using appropriate and professional English language.

Thank you.

Dear Sudhakar, I recommend that you write the memo on your own. Some senior members will correct it. If you ask for the ready-made draft, then it would be tantamount to spoon-feeding, which is detrimental to your career. Sometimes you need to develop business writing skills. If you keep deferring it, then when will you build these?

In your draft, include specific instances of negligence. Do not use words like negligence or carelessness; instead, write the facts and compare them with standard norms.

By the way, have you given him a proper job description of his position? Along with the memo, list out his complete duties. Segregate his activities into daily, weekly, monthly, quarterly, half-yearly, and yearly schedules and give them to him. Providing him with the list of his duties will make it easier for you to point out his future lapses.

Thanks,

Dinesh Divekar

Are you the Disciplinary Authority/Appointing Authority to issue a "Memo" to your employees?

I will definitely help provided you prepare the draft on your own:

1. What negligence of duties and responsibilities?
2. What do you mean by Tour Diary? (Is it Diary?)
3. What log book is not maintained?
4. What follow-up on conversations is pending for 34 cases?

Do you have Service Rules/Standing Orders? What do you mean by "Please prepare the memo with good English terms"? Considering your knowledge level and English proficiency, it is better if the memo is issued in the native language (Telugu) for passing on the information to the concerned employee.

Awaiting your draft,
Sudhakar Naidugaru