How Should HR Respond to an Employee's Surprising Reaction to a Reminder?

Dear All,

This is a different kind of case to handle for HR. On 4th Jan 22, a reminder was given about the document submission to the employee. Even though nobody submitted it till the last day, we extended it for 3 more days. However, still no submission was received. Hence, we dropped a peaceful ultimate reminder to them and received this email from one of the employees:

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Please find the attached documents as per the above list. It took me some time to submit the documents as some of them were not available on my side, and also because of my busy work schedule.

As a professional, I have never received this type of peaceful reminder before this, so I am unable to trace the positive meaning of the email. I think our organization has a very open environment to discuss such matters if an employee has forgotten any requirements. Correct me if I am wrong!

Regards,

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How do I respond to this kind of email? I request all seniors here to guide for the same.

Dear member,

You have written: "On 4th Jan 22 had given a reminder about the document submission to employee, even though nobody submitted it till the last day extend it to 3 more days but still no hence dropped a peaceful ultimate reminder to them."

If you wrote a reminder on 4th Jan 22 (or 4th Jan 23?), then when did you send the first communication? Or was 4th Jan 23 itself the first communication?

Anyway, your query is on how to reply to the employee. From the email of the employee, he appears headstrong. Instead of regretting the delay, he is seeking an explanation from you. The draft could be as follows:

Dear _______,

Greetings for the day. This email is regarding the clarification you have requested on the documents to be provided to the HR Department. The chronological order of the correspondence on this subject is as follows:

a) 4th Jan 2023: - A communication on the subject was initiated. The last date to submit the documents was _______.

b) 7th Jan 2023: - Since the documents were not received, the deadline was extended by three more days.

c) 10th Jan 2023: - As the documents were not received even during the extended period, a peaceful reminder had to be sent "per force." "Peaceful" denotes a "gentle" reminder. Considering the busy schedule of the team members, gentleness was maintained.

d) ___ Jan 2023: - Documents were received along with the clarification email.

The above sequence indicates that the reminder was prompted by the delay in document submission or the lack of communication itself. Furthermore, document submission is a routine administrative matter. It holds a neutral stance without positive or negative connotations. Fulfilling administrative requirements necessitates follow-up with the individual concerned, hence the reminder.

Valuing professionalism is a core tenet of _______ (name of your company). Timely completion of documentation is integral to professionalism within the HR department. I trust you agree that professionalism involves timely actions, communication, and respect for not only one's time but also that of colleagues.

With the receipt of the documents and the clarification provided above, let us consider the matter closed and move forward with productive endeavors.

Thank you,

_______ (your name)

Caveats:

a) Your email lacked clarity on the dates. Adjust the dates accordingly.

b) The reply's language is assertive. I mirrored the tone of the employee's email. The choice of words rests with you. The response should reflect how much the HR department is esteemed in your company. In some organizations, HR departments receive less regard compared to technical departments. If this is the case, a brief acknowledgment like "thanks for submitting the documents. The matter is now closed" may suffice.

Thank you,

Dinesh Divekar

My advice would be to ignore it and not get into a slanging match with the employee. It is not worth your time and energy, and you will not win.

As for being "cheeky," that is a moot point. Perhaps a tad impolite at best.

Next time you require information from staff
Describe exactly what you want, when you want it by, and the consequences of not providing the information in a timely manner.

Moral of the story
DO NOT leave things open-ended, nor subject to interpretation. SPELL IT OUT CLEARLY but in a calm and pleasant manner that invites cooperation, not confrontation.

Ignore the wording. Just acknowledge the receipt of documents and move on.

The use of the word "peaceful"
The use of the word "peaceful" has given a chance for interpretation of a different kind. There is no point in entering into word battles if the requirement has been complied with.

For Nathrao:

Sir, for a while, I too felt inclined to give the same advice. However, occasionally HR must demonstrate assertiveness as well. The employee in question was late in the submission of the documents. Far from regretting the delay, with open defiance, he is questioning the logic of the reminder. If the headstrongness of these individuals is ignored, they could become further emboldened.

In every company, there are key sections or departments. People from these departments often exhibit a superiority complex. This exaggerated sense of self-worth is counterproductive to developing a healthy organizational culture. Hence, my suggestion is for a confident and self-assured reply from HR.

Regards,

Dinesh Divekar

As per the majority of the comments mentioned by the professionals above, my view is also the same: acknowledge via mail with a positive response and move on instead of wasting your energy on these things and demotivating the employees due to your actions. At least one employee has responded to you and made efforts to arrange the documents, and you are considering sending a harsh mail to them as well, which, in my view, would be wrong.

Treating employees as an asset of the company is a good way to motivate them.

I agree with Mr. Divekar. Reply to the mail should be given—as per me. Submission of documents has nothing to do with a busy or otherwise schedule. If no reply is given, I suspect the employee will someday shoot himself in the foot, as he may keep on sending such mails until a time comes that he is made to realize the fault line in his attitude, with consequences.

For Suresh Rathi:

Sir, in my short experience dealing with employees in HR and being part of arguments in court cases, I am of the opinion that the word "peaceful" used by HR has irritated the employee. According to the employee, he might think that HR is planning to resort to non-peaceful means in the future if not complied with. The word "peaceful," along with the underlying threat, has stirred his ego, and he will be ready for an email battle with HR. The employee, probably having a higher role in his department and his importance to the company's performance, will also give him a feeling of superiority to question HR.

While I agree with what you have said, that such employees, if left unchecked, will eventually shoot themselves in the foot either in this company or in a different environment, I am also of the opinion that long gone are the days when we have the duty to correct his behavior for his well-being.

An email reply thanking him for the documents sent after the delay, along with a clarification saying "gentle reminder" is what was intended instead of using a "peaceful reminder," will most probably cool both sides and conclude this issue. It is never worth fighting such types of battles, particularly when they lead to a huge loss of time and possible rivalry in the future. Compliance and maintaining friendly working relations would be a win-win.

Any suggestions for my post are welcomed.

Regards.

The reply given by Mr. Divekar is perfect. The staff has sent an email for the submission of documents and a gentle reminder. Conversely, one of the staff members is imparting the company's culture. The response to such emails should be composed in a formal tone. HR is recognized for its emphasis on discipline, and you are fulfilling your responsibilities.

Regards, Rahul Bhat

"The answer to such emails should be in strict language. HR is known for discipline..."

The Importance of HR Communication

There is an old expression that says, "You catch more flies with honey than you do with vinegar." Many people do not like HR. They often see the HR department as enemies, just there to make their life difficult. However, HR is an essential function of the organization.

As I pointed out in my reply above, communications from HR need to be clear, unambiguous, and set out what is required and when. But, there is always a "but," this can be done in a way that fosters and maintains a friendly, cooperative working relationship between employees and HR. The problem we often have is that power goes to the head of some HR people, and they start acting like arrogant and domineering warlords. Adopt that sort of attitude, and I can assure you it will all end in tears.

Dear [Employee],
Thank you for bringing your concerns to our attention. We take employee feedback seriously and appreciate the opportunity to address your concerns.

However, we are disappointed to receive your letter in such a cheeky tone. We value open communication, but we expect all interactions to be professional and respectful.

Regarding the issues you raised, we have reviewed our HR documentation and procedures and found no errors or omissions. We believe that our policies are fair and in compliance with relevant laws and regulations.

We understand that you may not agree with some of our policies or decisions, but we ask that you express your disagreement in a constructive and respectful manner. We are always willing to listen to feedback and consider making improvements when appropriate.

In the future, we expect all employee communications to adhere to our code of conduct and professional standards. If you have any further concerns or feedback, please do not hesitate to reach out to us through the appropriate channels.

Sincerely,
[Your Name] [Your Title]

Dear [Employee Name], Thank you for submitting the required documents. We appreciate your efforts in meeting the deadline. We understand that sometimes it can be difficult to obtain certain documents, and we appreciate your efforts to fulfill the requirements. Our reminder was sent to ensure that all necessary documentation is completed in a timely manner, and we apologize if it came across as anything other than a friendly reminder. As an organization, we encourage open communication and welcome any feedback or concerns you may have. Please feel free to reach out to us if you have any further questions or comments. Thank you again for your cooperation and timely submission of the required documents.

Best regards, [Your Name] [Your Company]