Hi,
Could someone kindly help me with how to write a verbal warning letter to an employee who has not returned their passport after coming back from vacation? The employee worked for 6 days after the vacation and then gave their passport to the HR department after being requested to do so by staff.
Thank you,
Veni
00971566092117
From India, Bangalore
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Could someone kindly help me with how to write a verbal warning letter to an employee who has not returned their passport after coming back from vacation? The employee worked for 6 days after the vacation and then gave their passport to the HR department after being requested to do so by staff.
Thank you,
Veni
00971566092117
From India, Bangalore
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Hi Veni,
As the passport is the property of the employee according to the Indian Embassy, we cannot demand or warn him to return the passport. Therefore, you may inform his Operations Manager or Project Manager to convince him to return the passport; otherwise, his salary will be stopped or he will be terminated.
Regards,
Bhupathi
+965 66182763
From Kuwait, Kuwait
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As the passport is the property of the employee according to the Indian Embassy, we cannot demand or warn him to return the passport. Therefore, you may inform his Operations Manager or Project Manager to convince him to return the passport; otherwise, his salary will be stopped or he will be terminated.
Regards,
Bhupathi
+965 66182763
From Kuwait, Kuwait
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Hi Bhupathi,
My staff belongs to the Philippines. He had gone for a two-month vacation and has not returned the passport to the HR department after his vacation. After five days, HR asked for the passport, and he then provided it. Due to this, we need to issue him a verbal warning letter. I require the proper format for it.
Regards,
Veni
00971566092117
From India, Bangalore
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My staff belongs to the Philippines. He had gone for a two-month vacation and has not returned the passport to the HR department after his vacation. After five days, HR asked for the passport, and he then provided it. Due to this, we need to issue him a verbal warning letter. I require the proper format for it.
Regards,
Veni
00971566092117
From India, Bangalore
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Dear Veni,
A verbal warning means an unwritten, oral, or spoken warning. So, he can be warned that if he repeats this behavior, he will be terminated and repatriated, or that the number of days (if he fails to return the passport) will be treated as absent days, and he will not be paid the salary for those days. You can post this notice at the passport section and instruct the employees to read the message when they receive their passport.
I handle HR formalities for 12,000 employees in our group. In our company, we use a form called "Notification of Return from Vacation." Upon returning from vacation, employees should submit this form along with their passport. Upon receiving the form and passport, the passport controller verifies the arrival stamp, ticks on the passport received, and signs it. After the Project Manager and Operations Manager sign the form, it will be forwarded to Payroll to initiate the salary process. This helps to reduce risks.
Regards,
+965 66182763
From Kuwait, Kuwait
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A verbal warning means an unwritten, oral, or spoken warning. So, he can be warned that if he repeats this behavior, he will be terminated and repatriated, or that the number of days (if he fails to return the passport) will be treated as absent days, and he will not be paid the salary for those days. You can post this notice at the passport section and instruct the employees to read the message when they receive their passport.
I handle HR formalities for 12,000 employees in our group. In our company, we use a form called "Notification of Return from Vacation." Upon returning from vacation, employees should submit this form along with their passport. Upon receiving the form and passport, the passport controller verifies the arrival stamp, ticks on the passport received, and signs it. After the Project Manager and Operations Manager sign the form, it will be forwarded to Payroll to initiate the salary process. This helps to reduce risks.
Regards,
+965 66182763
From Kuwait, Kuwait
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Dear Bhupathi,
We do have a procedure in place where any employee returning from vacation is required to fill out the resumption form and submit their passport. However, my staff member failed to follow this process, and therefore, I would like to issue him a written verbal warning letter.
Regards,
00971566092117
From India, Bangalore
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We do have a procedure in place where any employee returning from vacation is required to fill out the resumption form and submit their passport. However, my staff member failed to follow this process, and therefore, I would like to issue him a written verbal warning letter.
Regards,
00971566092117
From India, Bangalore
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If they not follow the procedure, connet this form with Payroll. Until they not submit the requirements thier salary will not be released.
From Kuwait, Kuwait
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From Kuwait, Kuwait
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This things should be related to HR Payroll, as per UAE rule employer does not have any right to keep the staff passport with them.
From United Arab Emirates
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From United Arab Emirates
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Dear Veni,
First, arrange to make the formal inquiry about this. If he did the willful default by not submitting the passport, then you can issue a warning. However, before issuing the warning, you should inform all workers of the procedure/terms regarding this, such as "the return of the passport along with the required documents to HRD is a standing order of the company." Even though the government rule is against this, the company has the right to maintain its standing orders and governing rules. Following the official procedures will help eliminate such problems, like collecting the workers' ID card and security pass before issuing the passport and returning them upon the passport's retrieval.
If all these practices are already implemented in your company, you can issue the warning to your HR staff only, inquiring about his default (not collecting the passport from the returning vacation candidate).
Thank you,
00971509124162
From India, Tuticorin
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First, arrange to make the formal inquiry about this. If he did the willful default by not submitting the passport, then you can issue a warning. However, before issuing the warning, you should inform all workers of the procedure/terms regarding this, such as "the return of the passport along with the required documents to HRD is a standing order of the company." Even though the government rule is against this, the company has the right to maintain its standing orders and governing rules. Following the official procedures will help eliminate such problems, like collecting the workers' ID card and security pass before issuing the passport and returning them upon the passport's retrieval.
If all these practices are already implemented in your company, you can issue the warning to your HR staff only, inquiring about his default (not collecting the passport from the returning vacation candidate).
Thank you,
00971509124162
From India, Tuticorin
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Hey Veni,
I don't know what your company policy is saying, but I don't think you can insist on your employees submitting a passport. On return from sick leave, yes, then you can request a medical certificate. If he has submitted a valid leave form stating that he wants to go on vacation and he has the days available, then yes, he was on leave.
Thanks, Amanda
From Namibia
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I don't know what your company policy is saying, but I don't think you can insist on your employees submitting a passport. On return from sick leave, yes, then you can request a medical certificate. If he has submitted a valid leave form stating that he wants to go on vacation and he has the days available, then yes, he was on leave.
Thanks, Amanda
From Namibia
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Strange enough, if you want to give a warning letter (written) to someone, how do you consider that as verbal? Also, why should an employee hand over his passport to HR when that is his personal property?
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It seems that you are questioning the distinction between a written warning letter and a verbal warning. In most cases, a written warning is considered more formal and documented compared to a verbal warning, which is typically given verbally without written confirmation. As for the issue of an employee handing over their passport to HR, it is important to clarify that an employee's passport is indeed personal property and should not be required to be surrendered unless there are specific legal or company policy reasons for doing so. Employees should always be cautious about providing personal documents such as passports to their employers unless there is a valid and lawful reason for the request.
From India, Delhi
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394---
It seems that you are questioning the distinction between a written warning letter and a verbal warning. In most cases, a written warning is considered more formal and documented compared to a verbal warning, which is typically given verbally without written confirmation. As for the issue of an employee handing over their passport to HR, it is important to clarify that an employee's passport is indeed personal property and should not be required to be surrendered unless there are specific legal or company policy reasons for doing so. Employees should always be cautious about providing personal documents such as passports to their employers unless there is a valid and lawful reason for the request.
From India, Delhi
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Dear Friend,
You cannot claim the passport of an employee as a right because it is his personal property. That is the only proof he holds while staying in any country to produce to the police or any other authorities. If a foreigner is caught without a passport, then he can be arrested.
You can obtain a copy of the passport for submission of the details of foreigners engaged by your company to get registered in the Police Commissionerate of your district.
From India, Kumbakonam
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You cannot claim the passport of an employee as a right because it is his personal property. That is the only proof he holds while staying in any country to produce to the police or any other authorities. If a foreigner is caught without a passport, then he can be arrested.
You can obtain a copy of the passport for submission of the details of foreigners engaged by your company to get registered in the Police Commissionerate of your district.
From India, Kumbakonam
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Why would you want an employee to return a passport? A passport is a personal document of an individual, and an employer has NO RIGHT to take it. Under no circumstances should an employer force employees to hand over the passport.
From India, Hyderabad
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From India, Hyderabad
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Hi!
What you write cannot be verbal. Under which company law do you/your company think that they could ask an employee to give you his/her passport? Do you demand as the passport authority? This is a government document given to an individual and by no means is the property of any company in this universe. You might ask for a photocopy but cannot insist on having the passport. Just try asking/insisting an employee to submit his passport to the company in a company letterhead duly signed by the authority and see what action can be taken.
From India, Mumbai
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What you write cannot be verbal. Under which company law do you/your company think that they could ask an employee to give you his/her passport? Do you demand as the passport authority? This is a government document given to an individual and by no means is the property of any company in this universe. You might ask for a photocopy but cannot insist on having the passport. Just try asking/insisting an employee to submit his passport to the company in a company letterhead duly signed by the authority and see what action can be taken.
From India, Mumbai
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Dear Veni,
Please be informed that keeping someone's passport in your possession is a very serious offense. This falls under the scope of forced labor. As HR, it is your responsibility to inform management about the organization's well-being. Do not consider issuing a warning for the failure to surrender the passport. This offense, I am certain, could have serious consequences for the management and could result in legal implications under the Indian Penal Code.
Please be cautious.
Corrected text:
Dear Veni,
Please be informed that keeping someone's passport in your possession is a very serious offense. This falls under the scope of forced labor. As HR, it is your responsibility to inform management about the organization's well-being. Do not consider issuing a warning for the failure to surrender the passport. This offense, I am certain, could have serious consequences for the management and could result in legal implications under the Indian Penal Code.
Please be cautious.
From India, New Delhi
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Please be informed that keeping someone's passport in your possession is a very serious offense. This falls under the scope of forced labor. As HR, it is your responsibility to inform management about the organization's well-being. Do not consider issuing a warning for the failure to surrender the passport. This offense, I am certain, could have serious consequences for the management and could result in legal implications under the Indian Penal Code.
Please be cautious.
Corrected text:
Dear Veni,
Please be informed that keeping someone's passport in your possession is a very serious offense. This falls under the scope of forced labor. As HR, it is your responsibility to inform management about the organization's well-being. Do not consider issuing a warning for the failure to surrender the passport. This offense, I am certain, could have serious consequences for the management and could result in legal implications under the Indian Penal Code.
Please be cautious.
From India, New Delhi
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Dear Vani,
Replies to the effect that verbal warning cannot be given in writing are absolutely right. Verbal warnings are given for a lapse which is not serious enough to be recorded or call for a major or minor penalty and placed in the personal file but can be ignored. A verbal warning is given by calling the person concerned and informing him of the lapse and cautioning that the repetition of the lapse will attract a minor or major penalty. The fact that the person has been given a verbal warning is recorded in a register, and the employee who has been warned and the person who has given the warning sign the register.
Different organizations follow different procedures, but to my knowledge, the gist remains the same.
Regards,
Col. Suresh Rathi
From India, Delhi
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Replies to the effect that verbal warning cannot be given in writing are absolutely right. Verbal warnings are given for a lapse which is not serious enough to be recorded or call for a major or minor penalty and placed in the personal file but can be ignored. A verbal warning is given by calling the person concerned and informing him of the lapse and cautioning that the repetition of the lapse will attract a minor or major penalty. The fact that the person has been given a verbal warning is recorded in a register, and the employee who has been warned and the person who has given the warning sign the register.
Different organizations follow different procedures, but to my knowledge, the gist remains the same.
Regards,
Col. Suresh Rathi
From India, Delhi
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Dear Veni,
I presume that what you intend is a warning memo in writing. This can begin and end in the following manner:
To ....
Dear Mr.....,
You had proceeded on leave from .... & ..... for a trip outside the country. On your return and reporting back for duty, immediately you were required to submit back the passport duly as per the company's policy. You had failed to do so. You had returned it only after 6 days after you were reminded about it by the HR department.
You are hereby advised to avoid such recurrences in the future and comply with the rules and regulations of the company.
Signed (By the Concerned authority)
Hope this draft meets your requirements.
Regards,
R. Sairam
sairam@chipinbiz.com
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From India, Mumbai
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I presume that what you intend is a warning memo in writing. This can begin and end in the following manner:
To ....
Dear Mr.....,
You had proceeded on leave from .... & ..... for a trip outside the country. On your return and reporting back for duty, immediately you were required to submit back the passport duly as per the company's policy. You had failed to do so. You had returned it only after 6 days after you were reminded about it by the HR department.
You are hereby advised to avoid such recurrences in the future and comply with the rules and regulations of the company.
Signed (By the Concerned authority)
Hope this draft meets your requirements.
Regards,
R. Sairam
sairam@chipinbiz.com
Most unique e-Books loaded with Knowledge & Solutions
From India, Mumbai
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Dear Veni,
I presume that it is warning letter that you intend to serve on him. This can be in the following format:
‘
To
……
Dear Mr…..,
You were sanctioned leave from … to ….. On reporting back for duty as per the company’s policy, you were to return your passport to the HR department, which you had failed to do so. Only after you were reminded, you had retuned your passport after 6 days.
You are hereby advised to avoid such recurrences in future and to comply with the company’s rules and regulations.
Singed (By concerned authority)’
Hope this helps.
Regards,
R. Sairam
From India, Mumbai
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I presume that it is warning letter that you intend to serve on him. This can be in the following format:
‘
To
……
Dear Mr…..,
You were sanctioned leave from … to ….. On reporting back for duty as per the company’s policy, you were to return your passport to the HR department, which you had failed to do so. Only after you were reminded, you had retuned your passport after 6 days.
You are hereby advised to avoid such recurrences in future and to comply with the company’s rules and regulations.
Singed (By concerned authority)’
Hope this helps.
Regards,
R. Sairam
From India, Mumbai
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Dear Vijay Mahajan, your preception is based on Indian Laws. This may not be so in some other country’s Law. Regards, R. Sairam
From India, Mumbai
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From India, Mumbai
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Dear All,
To the best of my knowledge, no law in any country requires one to deposit their passport with an employer. This practice is typically done to assert control over the employee, preventing them from seeking other job opportunities or leaving before the contract period ends. While this practice may be prevalent in a number of countries, it is technically illegal.
Regards,
Col. Suresh Rathi
From India, Delhi
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To the best of my knowledge, no law in any country requires one to deposit their passport with an employer. This practice is typically done to assert control over the employee, preventing them from seeking other job opportunities or leaving before the contract period ends. While this practice may be prevalent in a number of countries, it is technically illegal.
Regards,
Col. Suresh Rathi
From India, Delhi
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Hi all,
I think the query is from Saudi Arabia (ISD Code +971). Even though there is a rule that passports of the employees should not be held by the employer, but the rule is seldom enforced. It is a common practice in almost all the companies (including some very famous MNCs!) to hold the employees' passports.
Dear Veni,
The solution for getting the passport back is to withhold the salary. This will bring the employee in line with your company policies.
Regards,
RK.
From Saudi Arabia, Dammam
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I think the query is from Saudi Arabia (ISD Code +971). Even though there is a rule that passports of the employees should not be held by the employer, but the rule is seldom enforced. It is a common practice in almost all the companies (including some very famous MNCs!) to hold the employees' passports.
Dear Veni,
The solution for getting the passport back is to withhold the salary. This will bring the employee in line with your company policies.
Regards,
RK.
From Saudi Arabia, Dammam
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More or less, every country has the same provision that every foreigner must carry their passport everywhere they go. This is a mandatory requirement. In this case, the person is Filipino, so even if they are in any country, the first presumption should be that detaining somebody's passport is illegal, as it is the sole acceptable Identity Verification Document worldwide. Issuing a warning letter on such a matter may be like inviting an angry bull to hit you from the back.
From India, New Delhi
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From India, New Delhi
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