Suggest, pl.follow these steps:
We don't have any information about your competency, meaning, in what capacity you are trying to take this measure. Are you a HoD or a time-keeper or HR or Security given the responsibility of tracking down such indiscipline in the office? If yes, these steps are important before taking any action as proposed. Language of your communication is one aspect, at the same time you should preempt other consequences as well-
1.I would predict, it shall also be a pre-caution to be taken care of by you, your warnings might be denied as baseless and targeted out of personal vengeance by the concerned. To counter this possibility, You should have maintained a record, showing, who and when took such breaks, mentioning precise timings, date & time-from-to wise, in short it should be authentic and irrefutable as well;
2. Refer when they were orally advised earlier to desist from doing so ;
3. Also refer any pertinent clauses in your Standing order or circulars issued earlier pointing out this sort of indiscipline.
4. And should include a sentence warning them what would be punitive action which will be taken if they won't correct themselves and go on ignoring this warning.
5. I would suggest you should first put up a general circular on your notice board and/or circulate to all .
6. And then this attempted Memo should be addressed to individually mentioning the lapses as I mentioned in 1,2 & 3 above.
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" It has been observed that you are taking unauthorised breaks during duty hours in the last over a month as mentioned hereunder:
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Your habitual unauthorised breaks are viewed as unacceptable habit and an indiscipline. Please note that your such habit influences other team members negatively and thus bringing down the discipline level in our organization which affects the performances adversely.
Therefore you are hereby warned to stop this indiscipline behaviour forthwith and concentrate on your duty and performance of assigned tasks. Failure in adherence of this directives will attract appropriate action against you deemed necessary to ensure discipline, decorum during duty hours. No more warning will be issued in this regard.
By order
Competent Authority