HR Documentation Case - how to reply to cheeky letter from employee

For Suresh Rathi:

Understood Sir.
Regards.

The reply given by Mr. Divekar is perfect. The staff has given a mail for submission of documents and a gentle reminder. In reverse, one of the staff is teaching culture of the company. The answer to such mails should be in strict language. The HR is known for discipline and you are doing your job.

Regards,
Rahul Bhat

Rahulbhatnet1

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

There is an old expression that says that "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, and just there to make their life difficult. However, HR is an essential function of the organisation.

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, and there is always a "but", this can be done in a way that fosters, and maintains a friendly, co-operative 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]

You can use the below mail format.

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]