Issuing a warning letter in this context is a serious matter as it pertains to safety regulations within your organization. Here's a step-by-step guide on how to proceed:
1. Investigate the Matter: Before issuing a warning letter, conduct an investigation to find out who is responsible for leaving the bidi and matchbox on the production floor.
2. Refer to Company Policies: Check your company's policies regarding smoking and fire safety. If there's a clear violation, this will strengthen your case when issuing the warning letter.
3. Draft the Warning Letter: Begin by stating the recipient’s name, title, and the date. The body of the letter should clearly state the offense, the date, and location of the incident (in this case, finding a bidi and matchbox on the production floor in Kolkata). Refer to the company policies that were violated.
4. Suggest Corrective Action: State the expected behavior and any corrective actions that the employee needs to take.
5. Consequences of Non-compliance: Mention the potential consequences if the same behavior continues in the future, including potential disciplinary actions.
6. Document the Incident: Keep a copy of this warning letter in the employee's file for future reference.
Remember, the law in India, specifically the Factories Act 1948, prohibits smoking in certain areas of factories to ensure safety. Breaching this can lead to serious penalties for both the employee and the organization.
Please consult with your legal team or seek legal advice to ensure you're compliant with all local and national regulations when issuing this warning letter.