Dear All,
I am working as HR in a Pvt. company, which has a staff of about 100 employees. Recently, one of our employees lost his ATM card in the office, and the money was withdrawn from the ATM. He claims someone stole it and has requested HR to take action. This is a very delicate issue, and I am unsure how to proceed.
For future prevention of such incidents, what precautionary measures can be implemented? Please advise on how to draft an email to all employees regarding this matter, ensuring the message is delivered in a gentle manner.
Please assist me in composing the email.
From India, Hyderabad
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1I am working as HR in a Pvt. company, which has a staff of about 100 employees. Recently, one of our employees lost his ATM card in the office, and the money was withdrawn from the ATM. He claims someone stole it and has requested HR to take action. This is a very delicate issue, and I am unsure how to proceed.
For future prevention of such incidents, what precautionary measures can be implemented? Please advise on how to draft an email to all employees regarding this matter, ensuring the message is delivered in a gentle manner.
Please assist me in composing the email.
From India, Hyderabad
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Dear Ranganathan L,
I hope the employee has already informed his bank and got the card blocked. You may advise the employee to register an FIR with the local police station. Since it is a matter of the reputation and involvement of your company, please advise the employee that he should not claim that it was lost within the office unless he is absolutely sure about it and can supplement it with proof/witnesses.
You can circulate an email to the employees in the usual manner of "Lost and Found" notices. If you wish to avoid such incidents in the future, you may alert all employees not to bring anything valuable to the office, to take care of their belongings, and that the office does not take any responsibility for the loss or damage to any personal belongings.
Warm regards.
From India, Delhi
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I hope the employee has already informed his bank and got the card blocked. You may advise the employee to register an FIR with the local police station. Since it is a matter of the reputation and involvement of your company, please advise the employee that he should not claim that it was lost within the office unless he is absolutely sure about it and can supplement it with proof/witnesses.
You can circulate an email to the employees in the usual manner of "Lost and Found" notices. If you wish to avoid such incidents in the future, you may alert all employees not to bring anything valuable to the office, to take care of their belongings, and that the office does not take any responsibility for the loss or damage to any personal belongings.
Warm regards.
From India, Delhi
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Dear Ranganathan L,
The ATM cards do have a Personal Identification Number (PIN) which is secret and confidential. Without it, no one can withdraw money.
Even if money is withdrawn, give a written complaint to the nearby police station. Take a copy of the same to the Bank Branch Office and request them for the footage of the ATM Centre. Since they have the recording and the time of money withdrawal from the ATM can also be tracked. It is a long process, but would certainly identify the culprit, and you can recover the money from them.
If some insiders are involved, they will confess before you take the matter up to the police, or maybe the employee might be lying to you also. Anyway, you can find the truth.
Just circulate the mail for Lost and Found, after a couple of days post the action that is to be taken as new: such that Today we have lodged a police complaint and within two days we will be having the video, etc., of the ATM and find the culprit. This will help you.
Further, please educate your employees to register their mobile numbers with the bank so that all transaction details are available to them.
Regards,
SIDMAN
From India, Madras
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The ATM cards do have a Personal Identification Number (PIN) which is secret and confidential. Without it, no one can withdraw money.
Even if money is withdrawn, give a written complaint to the nearby police station. Take a copy of the same to the Bank Branch Office and request them for the footage of the ATM Centre. Since they have the recording and the time of money withdrawal from the ATM can also be tracked. It is a long process, but would certainly identify the culprit, and you can recover the money from them.
If some insiders are involved, they will confess before you take the matter up to the police, or maybe the employee might be lying to you also. Anyway, you can find the truth.
Just circulate the mail for Lost and Found, after a couple of days post the action that is to be taken as new: such that Today we have lodged a police complaint and within two days we will be having the video, etc., of the ATM and find the culprit. This will help you.
Further, please educate your employees to register their mobile numbers with the bank so that all transaction details are available to them.
Regards,
SIDMAN
From India, Madras
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Thanks Sidman Please let me know how to draft a mail on this issue to all employees and it should be polite way. Thankfull if i get template. Regards, Ranganathan L
From India, Hyderabad
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From India, Hyderabad
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Dear All,
One of our employees' ATM cards has been missing or misplaced since this morning. We kindly request your assistance in the search, and if you happen to find it, please hand it over to me directly or leave it at my desk.
Thank you in advance for your cooperation.
Regards,
HR Dept
From India, Visakhapatnam
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One of our employees' ATM cards has been missing or misplaced since this morning. We kindly request your assistance in the search, and if you happen to find it, please hand it over to me directly or leave it at my desk.
Thank you in advance for your cooperation.
Regards,
HR Dept
From India, Visakhapatnam
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Please contact the concern Bank & cross check the record from Them, since most of the ATM’s has CCTV, it will be easier for you to trace the culprit.... Cheers Anirudh
From India, Hyderabad
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From India, Hyderabad
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Hi there.
HR needs to contact the bank from the computer to trace where these funds/money have been withdrawn. Most ATM machines have cameras; therefore, you can determine the time of the withdrawal and identify the person making the transaction to catch them.
Another important step during the investigation of theft is to cancel the card by informing the bank.
From Oman, Muscat
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HR needs to contact the bank from the computer to trace where these funds/money have been withdrawn. Most ATM machines have cameras; therefore, you can determine the time of the withdrawal and identify the person making the transaction to catch them.
Another important step during the investigation of theft is to cancel the card by informing the bank.
From Oman, Muscat
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Please don't issue any such emails that will demoralize employees in general. Employees are not children to complain, and they know how to safeguard their belongings. However, please ask the concerned to file an FIR and also complain with the bank.
To insulate yourself from these kinds of complaints in general, a general email can be issued:
"It is hereby informed that employees are responsible for their personal belongings, and the company is not liable for theft/loss inside the premises. Hence, all are requested to take care of their belongings."
From India, Madras
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To insulate yourself from these kinds of complaints in general, a general email can be issued:
"It is hereby informed that employees are responsible for their personal belongings, and the company is not liable for theft/loss inside the premises. Hence, all are requested to take care of their belongings."
From India, Madras
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Dear Ranganathan L, Some of the ATM booth have the facility of webcam so if you check with that you may get the track record of who withdrawn the money.(but this facility all the banks dont have).
From India, Belgaum
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From India, Belgaum
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Dear All,
First of all, we need to know if the card was lost by the person in the office or somewhere outside before making a complaint to the police. Additionally, if a complaint is made, it should be in the individual's name and not on behalf of the company.
Furthermore, it is important to clarify whether the person making the complaint has good character or is creating any issues that may disrupt the entire unit.
Thank you.
From India, Coimbatore
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First of all, we need to know if the card was lost by the person in the office or somewhere outside before making a complaint to the police. Additionally, if a complaint is made, it should be in the individual's name and not on behalf of the company.
Furthermore, it is important to clarify whether the person making the complaint has good character or is creating any issues that may disrupt the entire unit.
Thank you.
From India, Coimbatore
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Dear Mr. Ranganathan,
I agree with the draft of Ms. Koneru Jyothi. It delivers information to the employees in a sensitive yet effective manner. Additionally, you can include a message advising employees to be cautious with their belongings as the company will not be held responsible if they lose any valuables. I also recommend that employees file a police complaint to track the offender.
It is possible that the individual did not withdraw the money. These ATMs can be used at various locations, and he might have easily made a transaction and forged the employee's signature. Once the employee files a complaint, they can obtain footage or images of where the transactions took place.
Thank you,
Swapna
From India, Mumbai
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I agree with the draft of Ms. Koneru Jyothi. It delivers information to the employees in a sensitive yet effective manner. Additionally, you can include a message advising employees to be cautious with their belongings as the company will not be held responsible if they lose any valuables. I also recommend that employees file a police complaint to track the offender.
It is possible that the individual did not withdraw the money. These ATMs can be used at various locations, and he might have easily made a transaction and forged the employee's signature. Once the employee files a complaint, they can obtain footage or images of where the transactions took place.
Thank you,
Swapna
From India, Mumbai
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Dear Ranganathan,
It is the responsibility of the individual to take care of his belongings. The employer cannot be responsible for the same. When the employee found that the ATM card has been lost, it is advisable to contact the concerned bank immediately for blocking of the card. Almost all banks advise not to keep the PIN and card together to avoid unauthorized ATM withdrawals.
Prevention is better than cure. Hence, kindly communicate to your employees to inform the bank immediately if the ATM card is lost. Besides, the company is not liable for any theft or loss of the same.
Regards,
Shiv Pal
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It is the responsibility of the individual to take care of his belongings. The employer cannot be responsible for the same. When the employee found that the ATM card has been lost, it is advisable to contact the concerned bank immediately for blocking of the card. Almost all banks advise not to keep the PIN and card together to avoid unauthorized ATM withdrawals.
Prevention is better than cure. Hence, kindly communicate to your employees to inform the bank immediately if the ATM card is lost. Besides, the company is not liable for any theft or loss of the same.
Regards,
Shiv Pal
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Dear Mr. Ranganathan,
It is a well-known fact that no withdrawals can be made from an ATM without knowing the PIN number of the individual.
There are instances when employees tend to help each other. One employee carries the ATM cards of many employees and is also given the secret PIN number by respective employees. They insert the ATM cards one after the other by logging the respective PIN numbers, withdrawing the money, and handing it over to the concerned employees.
It is possible that such an employee tends to change the PIN number uniformly to avoid confusion.
Check if that employee who has lost the card has handed over his card at some point to any of his colleagues. This will give you a clue.
If he admits that he has done so, then half of your problem is solved. You can straight away tell him that his act is not permissible and the company is in no way responsible.
But you can advise him to lodge a police complaint in any case and, as suggested by other colleagues earlier, also ask him to give a written complaint to the bank.
Pass all this information through the grapevine (known information passing employees) and you may see some light.
M.V. Kannan
From India, Madras
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It is a well-known fact that no withdrawals can be made from an ATM without knowing the PIN number of the individual.
There are instances when employees tend to help each other. One employee carries the ATM cards of many employees and is also given the secret PIN number by respective employees. They insert the ATM cards one after the other by logging the respective PIN numbers, withdrawing the money, and handing it over to the concerned employees.
It is possible that such an employee tends to change the PIN number uniformly to avoid confusion.
Check if that employee who has lost the card has handed over his card at some point to any of his colleagues. This will give you a clue.
If he admits that he has done so, then half of your problem is solved. You can straight away tell him that his act is not permissible and the company is in no way responsible.
But you can advise him to lodge a police complaint in any case and, as suggested by other colleagues earlier, also ask him to give a written complaint to the bank.
Pass all this information through the grapevine (known information passing employees) and you may see some light.
M.V. Kannan
From India, Madras
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Dear Ranganathan L,
Just a thought, but if your employee is alleging that the card has been stolen within the company, then the matter should be referred to the police as a potential theft has been involved.
Finn
From United Kingdom, Manchester
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Just a thought, but if your employee is alleging that the card has been stolen within the company, then the matter should be referred to the police as a potential theft has been involved.
Finn
From United Kingdom, Manchester
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Dear All,
Thank you for your suggestions. The matter has been resolved, and the person has credited the amount to his account. The individual who credited the amount is from the same department. We are facing another issue as all the employees want that person to take necessary action.
Regards,
Ranganathan L
From India, Hyderabad
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Thank you for your suggestions. The matter has been resolved, and the person has credited the amount to his account. The individual who credited the amount is from the same department. We are facing another issue as all the employees want that person to take necessary action.
Regards,
Ranganathan L
From India, Hyderabad
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Dear Mr. Ranganathan,
It is important for you to act now. Get evidence that he was the one who withdrew the money and subsequently deposited it in his account. But what happened to the stolen ATM card? Was the deposit made using the ATM card that was reported stolen, or was the deposit made by transferring the money from his account to the person who lost the ATM card?
If the employee who deposited the amount does not agree that he withdrew the amount using the lost ATM card and then transferred the amount to the account, and if you take action, he is likely to state that he did not withdraw the money from the account. He may claim that he had only repaid the loan drawn from the previous employee by transferring the money to his account. Therefore, draw a correlation that the money withdrawn and the money deposited is the same. I faced a similar situation earlier in my career.
Good luck!
M.V. KANNAN
From India, Madras
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It is important for you to act now. Get evidence that he was the one who withdrew the money and subsequently deposited it in his account. But what happened to the stolen ATM card? Was the deposit made using the ATM card that was reported stolen, or was the deposit made by transferring the money from his account to the person who lost the ATM card?
If the employee who deposited the amount does not agree that he withdrew the amount using the lost ATM card and then transferred the amount to the account, and if you take action, he is likely to state that he did not withdraw the money from the account. He may claim that he had only repaid the loan drawn from the previous employee by transferring the money to his account. Therefore, draw a correlation that the money withdrawn and the money deposited is the same. I faced a similar situation earlier in my career.
Good luck!
M.V. KANNAN
From India, Madras
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