Dear Alfred Vishal,
If a few employees are not attending duties at the site, then have you received the formal complaint from the site-in-charge or Project Manager? Who discovered their latecoming and how was it discovered? Overall, how many employees reported late, how many times and what was the range of late reporting?
Anyway, following could be the format of the letter that can be issued:
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Date: -
To,
Mr/Ms/Mrs ____________
Employee No ___________
Show Cause Notice for the Absence from the Duties or Late Reporting for the Duties
1. It has been observed that you were late for reporting the duties or were absent from your duties at ___________ (name of the site location). The details of the absence are as below:
a) ________ (date): - From ______ hours to ___________ hours
b) ________ (date): - From ______ hours to ___________ hours
c) ________ (date): - From ______ hours to ___________ hours
2. Each employee of ___________ (complete name of your company) must attend to the duties at the workplace assigned. However, this has not happened in your case. Your absence from the duties has been viewed seriously. You are hereby directed to give justification for your absence within two working days of the receipt of this notice. If your justification is found untenable or if you fail to give a reply, then the administration of _________ (complete name of your company) reserves the right to initiate a disciplinary action against you.
3. This show cause notice has been issued to through Mr _________ (complete name of the site-in-charge). On receipt of the notice, sign on the duplicate copy. Your signature signifies that you have read and understood the contents of the notice.
4. For ___________ (complete name of the site-in-charge): - Two copies of the letter have been sent to you. Issue a copy to Mr/Ms/Mrs ________ (recipient of the notice) and obtain the signature on the second copy. Later, write a one-line certificate stating "issued the letter in my presence" and countersign it. Afterwards, send the second copy, duly signed by both of you, to the HR Department. The show cause notice must be issued to the intended recipient immediately on its receipt.
__________ (name of the signatory)
__________ (designation of the signatory)
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OK...
Dinesh Divekar