Dear Jay,
Revised draft of the office circular is as below:
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Date: -
Officer Circular _____/2018: Use of Company Transport by the Engineers
1. It has been noticed that the engineering staff has been using company car for transportation during the working hours. This is against the norms of the company. Hitherto this practice has to be ceased immediately.
2. Irrespective of their shift timing, each employee is required to make arrangement for the transport on one's own. Employees are not just responsible to use their own vehicle but are also responsible for the eventualities arising out of this transportation.
3. At the time of recruitment, the requirement of the transportation was communicated clearly. Nevertheless, we have observed certain transgressions to this rule. Hence the requirement to issue this circular.
Authorised Signatory
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Additional Comments: - These are as below:
a) Mere issue of this circular is not sufficient. You need to pass on instructions to the transport as well as security department not to release the vehicle without proper authorisation. While issuing this instruction, we need to define what is proper authorisation, for this are they required to use standard form, and who are the authorised signatories to sign this form.
b) While issuing the circular, we need to define "exceptions" clearly or to whom this circular is not applicable. We cannot leave it to the interpretations of the users.
c) Lastly, in the circular, we need to define who is responsible to monitor transgression of this circular. On their observation, what they are supposed to do, whom they will report and what would be the logical conclusion of the indiscipline.
Thanks,
Dinesh Divekar