Hi Everybody
Please help me in drafting a mail which is to warn the employees who take leaves without prior intimation and not following the rule for requesting and approval for leaves beforehand.
Regards,
Kirti
From India, Delhi
2Please help me in drafting a mail which is to warn the employees who take leaves without prior intimation and not following the rule for requesting and approval for leaves beforehand.
Regards,
Kirti
From India, Delhi
Kindly find enclosed herewith the draft.
Date :
To,
Mr._____________________
Employee No. ____________
Department :._____________
WARNING LETTER
You are working as a ___________ in ________ Department. On verifying your attendance from the time office records it is seen that you are remaining absent from duty without prior sanction of leave from your controlling authority on the days as mentioned below :
Month Days Total No. of days.
You are well aware that as per the Model Standing orders / Certified standing orders you are required to obtain prior permission or sanction before proceeding on any kind of leave. However, you inspite of knowing the above fact has intentionally remained absent on the above days without obtaining prior sanction of leave.
The above absenteeism on your part had resulted in shortage of manpower in the department and had adversely affected the functioning of __________work to a great extent.
You past records also depicts that you are in the habit of remaining unauthorized absent from duty time and again and on previous occasion you were warned to be regular and punctual in your duties in future.
It is observed that you are taking all the warning casually and continues to remain unauthorised absent from duty.
The above act on your part tantamount to serious misconduct as per the Certified standing orders and warrants initiation of disciplinary action against you.
However, the undersigned this time with a view to provide you one more opportunity to overcome the above shortcomings is taking a lenient view and is letting you of with a strict warning.
You are hereby finally warned in your own interest to be regular and punctual in your duites in future, failing which strict disciplinary action will be initiated against you.
DISCIPLINARY AUTHORITY
Cc : HR Department.
Jaikishen Kumtekar
From India, Mumbai
Date :
To,
Mr._____________________
Employee No. ____________
Department :._____________
WARNING LETTER
You are working as a ___________ in ________ Department. On verifying your attendance from the time office records it is seen that you are remaining absent from duty without prior sanction of leave from your controlling authority on the days as mentioned below :
Month Days Total No. of days.
You are well aware that as per the Model Standing orders / Certified standing orders you are required to obtain prior permission or sanction before proceeding on any kind of leave. However, you inspite of knowing the above fact has intentionally remained absent on the above days without obtaining prior sanction of leave.
The above absenteeism on your part had resulted in shortage of manpower in the department and had adversely affected the functioning of __________work to a great extent.
You past records also depicts that you are in the habit of remaining unauthorized absent from duty time and again and on previous occasion you were warned to be regular and punctual in your duties in future.
It is observed that you are taking all the warning casually and continues to remain unauthorised absent from duty.
The above act on your part tantamount to serious misconduct as per the Certified standing orders and warrants initiation of disciplinary action against you.
However, the undersigned this time with a view to provide you one more opportunity to overcome the above shortcomings is taking a lenient view and is letting you of with a strict warning.
You are hereby finally warned in your own interest to be regular and punctual in your duites in future, failing which strict disciplinary action will be initiated against you.
DISCIPLINARY AUTHORITY
Cc : HR Department.
Jaikishen Kumtekar
From India, Mumbai
WARNING LETTER
Date:
NAME & ADDRESS:
Reference: Employee Code: / Branch:
Dear __________ ,
It is observed from our records that you have been absent from duty with effect from ____________(date), without any proper information. You have not obtained permission from your reporting authority regarding your long absence. Your absence without information reflects lack of responsibility and is not befitting your role and responsibilities in the company.
You are aware that your long absence from duty disrupts smooth operations and causes operational difficulties for the Company. Your unauthorized absence is in violation of company rules and the company takes a serious view of the same.
You are requested to report for duty upon receipt of this letter immediately failing which we will be constrained to assume that you are not interested in continuing employment with us and have abandoned your job.
Thanking you,
For ______________________
Authorised Signatory
Regards,
Jeeva.K
9094631051
From India, Madras
Date:
NAME & ADDRESS:
Reference: Employee Code: / Branch:
Dear __________ ,
It is observed from our records that you have been absent from duty with effect from ____________(date), without any proper information. You have not obtained permission from your reporting authority regarding your long absence. Your absence without information reflects lack of responsibility and is not befitting your role and responsibilities in the company.
You are aware that your long absence from duty disrupts smooth operations and causes operational difficulties for the Company. Your unauthorized absence is in violation of company rules and the company takes a serious view of the same.
You are requested to report for duty upon receipt of this letter immediately failing which we will be constrained to assume that you are not interested in continuing employment with us and have abandoned your job.
Thanking you,
For ______________________
Authorised Signatory
Regards,
Jeeva.K
9094631051
From India, Madras
Most HR Managers or line Managers are on their trip to stoke their egos by drafting such bombastic verbose letters which doesn't earn any respect or trust from the employee. The body of the warning letter reeks of an authoritarian culture.
Managers have a task at hand to empathize with the employees and understand the reasons for such unauthorized absence. Its better to conduct a review meeting in person and document the observation, explanation and conclusion as a written contract. Obviously, both need to come to an agreement as far the plan of action is concerned. The idea is to engage the employee to take charge and be responsible for his action. Reiterating the employee's personal goals and alerting his unauthorized absence as a deviation from his personal goal and his team's goal would go a long way in establishing trust.
This meeting is an anti-dote but an effort to address the problem in an empathetic way. Needless to say, it is always a win-win situation if managers and employees engage.
From India, Bangalore
Managers have a task at hand to empathize with the employees and understand the reasons for such unauthorized absence. Its better to conduct a review meeting in person and document the observation, explanation and conclusion as a written contract. Obviously, both need to come to an agreement as far the plan of action is concerned. The idea is to engage the employee to take charge and be responsible for his action. Reiterating the employee's personal goals and alerting his unauthorized absence as a deviation from his personal goal and his team's goal would go a long way in establishing trust.
This meeting is an anti-dote but an effort to address the problem in an empathetic way. Needless to say, it is always a win-win situation if managers and employees engage.
From India, Bangalore
Dear kirti,
with my experience, find below the communication to all.
=
CIRCULAR/COMMUNICATION
Oflate it is observed that employees are availing leaves without prior intimation to their Head of the Dept and regularising their absence after resuming duties. The act of yours hampering the daily planned assignments/or set targets of individual and department. It is therefore advised all the employees who intend to avail leaves to plan their leave and inform your HOD atleast 2 days in advance to avoid further ramifications. In unavoidable situations, you may avail and make sure that it is intimated to your HOD through proper channel.
Please note that any unauthorised absence as per clause..... Of company's leave policy will be viewed seriously and appropriate disciplinary action will be taken against defaulters.
=
From India
with my experience, find below the communication to all.
=
CIRCULAR/COMMUNICATION
Oflate it is observed that employees are availing leaves without prior intimation to their Head of the Dept and regularising their absence after resuming duties. The act of yours hampering the daily planned assignments/or set targets of individual and department. It is therefore advised all the employees who intend to avail leaves to plan their leave and inform your HOD atleast 2 days in advance to avoid further ramifications. In unavoidable situations, you may avail and make sure that it is intimated to your HOD through proper channel.
Please note that any unauthorised absence as per clause..... Of company's leave policy will be viewed seriously and appropriate disciplinary action will be taken against defaulters.
=
From India
WARNING LETTER TO WITHOUT INFORMATION LEAVE
To,
----------------------------------- ( Employee Name )
----------------------------------- ( Employee ID Number )
----------------------------------- ( Department & Designation )
SUBJECT : WITHOUT INFORMATION LEAVE.
With respect to the above cited subject we would like to bring your kind notice that, your absent details for this month is mentioned below for your reference. And this is the letter No 1 for without information leave and also need justification for the same i.e show cause for the absenteeism form your duties on below said dates.
SL NO DATE
01 13/07/2013
02 15/07/2013
03 16/07/2013
Total - 3 Days.
We request you to answer this letter as soon as possible / within 48 hours.
For .............................
Authorized Signature
From India, Bangalore
To,
----------------------------------- ( Employee Name )
----------------------------------- ( Employee ID Number )
----------------------------------- ( Department & Designation )
SUBJECT : WITHOUT INFORMATION LEAVE.
With respect to the above cited subject we would like to bring your kind notice that, your absent details for this month is mentioned below for your reference. And this is the letter No 1 for without information leave and also need justification for the same i.e show cause for the absenteeism form your duties on below said dates.
SL NO DATE
01 13/07/2013
02 15/07/2013
03 16/07/2013
Total - 3 Days.
We request you to answer this letter as soon as possible / within 48 hours.
For .............................
Authorized Signature
From India, Bangalore
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WARNING LETTER FOR ABSENCE.doc