Hi Seniors,
I\'m Working in an small IT firm as a HR Executive. I want to write a warning mail to all employees of the company. I\'m noticing from last past months they are taking leaves without informing anybody, even I\'ve to give a call to them for conformation of their leaves. My boss is so lenient but I\'ve to take care of all the issues because this is my responsibility. I can write a mail directly to my employees or first should I discuss this thing with my boss. I don\'t want to take name of anybody\'s or nor I want to complaint.
How do I write a mail to them for this issue??
Thanks
Nisha Sharma
nisha4_sharma@yahoo.com
From India, Delhi
9I\'m Working in an small IT firm as a HR Executive. I want to write a warning mail to all employees of the company. I\'m noticing from last past months they are taking leaves without informing anybody, even I\'ve to give a call to them for conformation of their leaves. My boss is so lenient but I\'ve to take care of all the issues because this is my responsibility. I can write a mail directly to my employees or first should I discuss this thing with my boss. I don\'t want to take name of anybody\'s or nor I want to complaint.
How do I write a mail to them for this issue??
Thanks
Nisha Sharma
nisha4_sharma@yahoo.com
From India, Delhi
Hi Ms.Nisha
Infact it is our duty get things in organised manner. We (HR) can even send the warning letter. If the organisation is big the sure we can do it but same if the companies are small, my advice is better to discuss with your boss and mail them. But instead of sending warning letter just make a correspondence in soft manner. Even then if they are not following then you shall send warning mail.
From India, Bangalore
Infact it is our duty get things in organised manner. We (HR) can even send the warning letter. If the organisation is big the sure we can do it but same if the companies are small, my advice is better to discuss with your boss and mail them. But instead of sending warning letter just make a correspondence in soft manner. Even then if they are not following then you shall send warning mail.
From India, Bangalore
Hi Nisha,
I would suggest you to first speak to your boss about the same. It should not be a complaint. You can put this forward to him as a request to maintain discipline in the organization and, then, with his permission, you can put a mail to all your employees marking a copy to your boss.
With this, employees will feel that this instruction might have come from your boss's desk and would definitely respect this instruction.
From India, Mumbai
I would suggest you to first speak to your boss about the same. It should not be a complaint. You can put this forward to him as a request to maintain discipline in the organization and, then, with his permission, you can put a mail to all your employees marking a copy to your boss.
With this, employees will feel that this instruction might have come from your boss's desk and would definitely respect this instruction.
From India, Mumbai
Nisha
It is good enough that u r showing ur potential regarding the concern even after considering the fact that ur boss is lenient. See, it would be best if u will discuss the same initially with ur boss as two of members have suggested u as it's a part of professionalism.
By d way i have some formats of warning letters, so if u require the same, i ll send u.
FYA Pl.
From India
It is good enough that u r showing ur potential regarding the concern even after considering the fact that ur boss is lenient. See, it would be best if u will discuss the same initially with ur boss as two of members have suggested u as it's a part of professionalism.
By d way i have some formats of warning letters, so if u require the same, i ll send u.
FYA Pl.
From India
Thanks Jeevarathnam P for your valuable comments. As I told you organisation is very small only 8-10 employees are working & atmosphere is very good, friendly. I've already give them a verbal kind of notice many times but nobody is taking seriously. Sometimes they only inform me very informally like a colleague or friend, in this case I'm not able to tell the reason of leave to my boss. We have very open HR policies, we only need a written mail if they are planning holidays or going to their homes otherwise a verbal communication is also ok.
On the other hand, I'm thinking the retention part as it is a small organisation so due to very hard rules & regulations they can left the job also.
Thanks
Nisha Sharma
From India, Delhi
On the other hand, I'm thinking the retention part as it is a small organisation so due to very hard rules & regulations they can left the job also.
Thanks
Nisha Sharma
From India, Delhi
Hi Nisha I do agree the situation. In small organisations its our concern to Retain the man power we should be very much cautious. But try to implement things slowly as they should not feel as rude.
From India, Bangalore
From India, Bangalore
Hello Nisha,
You have verbally informed everyone about the rules. I think going to extreme end i.e. warning letter directly will not serve the purpose. Take a move step by step. First issue a general circular in consultation with your boss, explain its a moral binding on everyone to follow some basic rules as an organization. Observe for any positive changes. Track the main deviators, have dialogue with them for the cause and if no output, then issue warning letter.
You may find the process long and lengthy but in small organization like yours, relations will sour quickly which will hamper the work. In that case your employer also may not support you as he is obviously interested in getting the work done rather than handling such issues. So this problem will have to be tackled peacefully.
All the best !
Regards,
Vaishalee Parkhi
From India, Pune
You have verbally informed everyone about the rules. I think going to extreme end i.e. warning letter directly will not serve the purpose. Take a move step by step. First issue a general circular in consultation with your boss, explain its a moral binding on everyone to follow some basic rules as an organization. Observe for any positive changes. Track the main deviators, have dialogue with them for the cause and if no output, then issue warning letter.
You may find the process long and lengthy but in small organization like yours, relations will sour quickly which will hamper the work. In that case your employer also may not support you as he is obviously interested in getting the work done rather than handling such issues. So this problem will have to be tackled peacefully.
All the best !
Regards,
Vaishalee Parkhi
From India, Pune
Dear Nisha
As per professional outcome you should do all it take to improves the company issues but in a proper process for example.
1. Leave calculation of all the employees (i.e how many leave sanction in 1 year to an employee and how many of them have been utilize by him / her and of what type). like CL, SL etc
2. then make Leaves circular and leave application format and show it to your boss and take a approval from him then mail all the employees both the documents while keeping your boss in CC of mail.
and no employee can take leave without submitting the leave application format. then proceed with further more rules one by one.
hope it will help you to gain power & respect as HR should have in its company. and no warring letters until it is required.
Haider Abbas
From India, Lucknow
As per professional outcome you should do all it take to improves the company issues but in a proper process for example.
1. Leave calculation of all the employees (i.e how many leave sanction in 1 year to an employee and how many of them have been utilize by him / her and of what type). like CL, SL etc
2. then make Leaves circular and leave application format and show it to your boss and take a approval from him then mail all the employees both the documents while keeping your boss in CC of mail.
and no employee can take leave without submitting the leave application format. then proceed with further more rules one by one.
hope it will help you to gain power & respect as HR should have in its company. and no warring letters until it is required.
Haider Abbas
From India, Lucknow
HI Evryone!!!
I very well agree with Mr. Haider Abbas. first make a leave policy document or for instant action write down a mail to everyone that if someone takes leave without approval or without informing then his/her leave would be considered as Leave without pay. Along with that start preparing a leave policy and leave application form. We also have very friendly atmosphere in our company but we follow such things just to maintain discipline.
From India, Ahmadabad
I very well agree with Mr. Haider Abbas. first make a leave policy document or for instant action write down a mail to everyone that if someone takes leave without approval or without informing then his/her leave would be considered as Leave without pay. Along with that start preparing a leave policy and leave application form. We also have very friendly atmosphere in our company but we follow such things just to maintain discipline.
From India, Ahmadabad
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