Dear Harinadhkumar,
For issuing a memo for the violation of the company's policy or policies, write in the first paragraph what was the action, who committed that act, where the violation took place, and how did it take place.
In the next paragraph, how the action contravened clause _____, paragraph ____ of the Policy on _____.
In the third paragraph, write down what were the consequences because of the violation. Write also whether the company suffered any monetary losses or loss of image or both.
In the last paragraph, write about the importance of adherence to the policy guidelines. In the next sentence, write down that severe disciplinary action will be initiated if the violation recurs in future.
Take a printout in duplicate. Issue the first copy and obtain the signature of the recipient on the second copy. Issue it in private and not in front of others. Explain to the employee, why it merited the issue of a warning letter. However, do not give any lectures. However, explain to him/her that he/she realises the gravity of the warning letter. Restrict the discussion only to the incident of violation and nothing else should be discussed.
However, before issuing the memo, consider the following:
a) How the policy was communicated to the employee? Is it written, or the instruction was given verbally and it is called a policy?
b) Has the employee signed a copy of the policy for having "read and understood" the policy?
c) Is the employee competent to handle the job? Is there a mismatch between the job requirements and his/her knowledge, skillset, qualification etc.?
d) Is he/she the only person who violates the policy or is it that everybody violates but he/she only will be served with the memo?
e) What was the role of the HOD, when the violation took place? Why did he/she not step in to prevent the violation?
Thanks,
Dinesh Divekar