Hi All, I would like to draft a letter warning employees of their regular absenteeism on Fridays or Mondays. This has really become an issue for us since Saturday & Sunday's are also off. We have analysed the data for the last 6 months & found out that there are some people who have been regular defaulters & would like to give them a warning letter. A prompt response to this will be highly appreciated.
Thanks
Regards,
Sameer
From India, Mumbai
11Thanks
Regards,
Sameer
From India, Mumbai
Hi Sameer,
Very well understand the situation.. :D would suggest first to have a talk one to one basis or in the presence of the departmental Head(DM)..rather let DM do the tough talking..if this fails then issue a warning letter..
Well..am attaching the suggested format..
[on company letterhead]
From: [name and title of author]
To: [name of employee]
Date: [date letter is sent, which should be immediately following any meeting discussing these issues]
As we discussed on [date that meeting with employee took place], your
performance as [position] has been less than satisfactory. Specifically, [reiterate the performance or behavior issues that were discussed in the meeting and if a specific incident is the cause of the warning, describe the date of the incident and specifics related to that incident in detail].
The purpose of this written notice is to outline the steps we discussed in our meeting that you need to take to improve your performance and correct these problems, and to make you aware what will happen if your performance does not improve. As we discussed, we want to give you the opportunity to demonstrate your willingness and ability to do the job; however, substantial improvement is required in the areas listed below:
• Use specific examples of the problem performance.
• If feasible, describe how the unacceptable performance affects the
operation of the department, company, etc.
• State your specific expectations for future performance and the timeframe that such action must be taken.
• Describe what will happen if the performance does not improve in a timely manner.
Common examples of the above include:
Absenteeism. During the past ___ months/weeks, you have been absent
from work a total of ___ days, which is considered excessive absenteeism. As we have discussed before, your frequent absences from your duties as [title] put a burden on other staff members and negatively affect productivity. Immediate and sustained improvement in your attendance is required. Continued absences will result in disciplinary action, up to and including termination.
Receipt of this memo acknowledged on [date]:
_________________________________________________
Employee Signature
[name of employee]
cc: Personnel file of [name of employee]
[list other company officials receiving memo, including those who were present at the initial meeting and the employee’s direct supervisor(s)]
Cheers,
Rajat
From India, Pune
Very well understand the situation.. :D would suggest first to have a talk one to one basis or in the presence of the departmental Head(DM)..rather let DM do the tough talking..if this fails then issue a warning letter..
Well..am attaching the suggested format..
[on company letterhead]
From: [name and title of author]
To: [name of employee]
Date: [date letter is sent, which should be immediately following any meeting discussing these issues]
As we discussed on [date that meeting with employee took place], your
performance as [position] has been less than satisfactory. Specifically, [reiterate the performance or behavior issues that were discussed in the meeting and if a specific incident is the cause of the warning, describe the date of the incident and specifics related to that incident in detail].
The purpose of this written notice is to outline the steps we discussed in our meeting that you need to take to improve your performance and correct these problems, and to make you aware what will happen if your performance does not improve. As we discussed, we want to give you the opportunity to demonstrate your willingness and ability to do the job; however, substantial improvement is required in the areas listed below:
• Use specific examples of the problem performance.
• If feasible, describe how the unacceptable performance affects the
operation of the department, company, etc.
• State your specific expectations for future performance and the timeframe that such action must be taken.
• Describe what will happen if the performance does not improve in a timely manner.
Common examples of the above include:
Absenteeism. During the past ___ months/weeks, you have been absent
from work a total of ___ days, which is considered excessive absenteeism. As we have discussed before, your frequent absences from your duties as [title] put a burden on other staff members and negatively affect productivity. Immediate and sustained improvement in your attendance is required. Continued absences will result in disciplinary action, up to and including termination.
Receipt of this memo acknowledged on [date]:
_________________________________________________
Employee Signature
[name of employee]
cc: Personnel file of [name of employee]
[list other company officials receiving memo, including those who were present at the initial meeting and the employee’s direct supervisor(s)]
Cheers,
Rajat
From India, Pune
Attaching a permissible leave to a week-end break is a very common practice in a lot of organizations and institutions. We only need to curb it when we find that an employee is doing this after she has exhausted her permissible leaves. Or, when an employee is absent from work despite being responsible for it.
Or are you concerned that employees take leave without previously informing the management? In that case you can have a company rule which states that you can only take leave after previous permission. You can enforce this is in law for 'privilege' leave but not for 'casual' and 'medical' leave.
So what you can do with defaulters will depend on the leave structure within your company.
As managers, we have to aim for fairness and transparency in all that we do. Which means we need to be absolutely sure that we have published all the rules and the employees are aware of them and understand them well. If after ensuring this we still find that some of the employees violate the rules, then perhaps a letter may be essential. A suggested draft for such a letter may be:
'We notice from our records that you have exhausted your leave balance. You have therefore no more leave to your credit. Please note that according to our rules any further leave you take will have to be without pay and only with the permission of the management. If you have concerns about this please feel free to come and discuss them. '
Let's remember as good managers it is our responsibility not to threaten employees but persuade them to integrate with the organisation's culture and alert them when they are found to veer away from it.
From India, Chennai
Or are you concerned that employees take leave without previously informing the management? In that case you can have a company rule which states that you can only take leave after previous permission. You can enforce this is in law for 'privilege' leave but not for 'casual' and 'medical' leave.
So what you can do with defaulters will depend on the leave structure within your company.
As managers, we have to aim for fairness and transparency in all that we do. Which means we need to be absolutely sure that we have published all the rules and the employees are aware of them and understand them well. If after ensuring this we still find that some of the employees violate the rules, then perhaps a letter may be essential. A suggested draft for such a letter may be:
'We notice from our records that you have exhausted your leave balance. You have therefore no more leave to your credit. Please note that according to our rules any further leave you take will have to be without pay and only with the permission of the management. If you have concerns about this please feel free to come and discuss them. '
Let's remember as good managers it is our responsibility not to threaten employees but persuade them to integrate with the organisation's culture and alert them when they are found to veer away from it.
From India, Chennai
Hi Sameer,
Find below the format of warning letter on Absentism.
Warning Letter in case of absence without information
Date: ____________
To
Mr.
Designation:.
Sub. – Warning Letter
Mr.
It has been observed that you have proceeded on leave without prior permission of the concerned authorities, resulting in willful insubordination and gross negligence of duties, in your capacity as Designation.
Absenting yourself from duties without prior intimation is a misconduct for which you are making yourself liable for necessary action.
You are hereby warned to refrain from such activities; failure to do so shall invoke appropriate action.
You are further advised to submit a written explanation on your unauthorized leave as soon as you receive this letter or as soon as you resume duties.
Kindly treat this as very urgent.
For Company Name
Authorized Signatory,
Hope it will help you in the same.
Regards,
Amit Seth.
From India, Ahmadabad
Find below the format of warning letter on Absentism.
Warning Letter in case of absence without information
Date: ____________
To
Mr.
Designation:.
Sub. – Warning Letter
Mr.
It has been observed that you have proceeded on leave without prior permission of the concerned authorities, resulting in willful insubordination and gross negligence of duties, in your capacity as Designation.
Absenting yourself from duties without prior intimation is a misconduct for which you are making yourself liable for necessary action.
You are hereby warned to refrain from such activities; failure to do so shall invoke appropriate action.
You are further advised to submit a written explanation on your unauthorized leave as soon as you receive this letter or as soon as you resume duties.
Kindly treat this as very urgent.
For Company Name
Authorized Signatory,
Hope it will help you in the same.
Regards,
Amit Seth.
From India, Ahmadabad
Hi Amit
I am satya woking in a corporate office in hyderabad.this is a power construction organisation, we have people working on sites.i would like to know about the leave structure which the corporate offices should have.tell me where can i find the rules ®ulations for the corporate offices.how many casual leaves,sick leaves,paid leaves,how can a employee encash leaves,how can we forward this year leaves to next year,will the year considered from april to march or january to december.
please let me know the details as soon as possible.is there any other way to contact you.U can send me the details to
From India, Hyderabad
I am satya woking in a corporate office in hyderabad.this is a power construction organisation, we have people working on sites.i would like to know about the leave structure which the corporate offices should have.tell me where can i find the rules ®ulations for the corporate offices.how many casual leaves,sick leaves,paid leaves,how can a employee encash leaves,how can we forward this year leaves to next year,will the year considered from april to march or january to december.
please let me know the details as soon as possible.is there any other way to contact you.U can send me the details to
From India, Hyderabad
Hi Amit
I am satya woking in a corporate office in hyderabad.this is a power construction organisation, we have people working on sites.i would like to know about the leave structure which the corporate offices should have.tell me where can i find the rules ®ulations for the corporate offices.how many casual leaves,sick leaves,paid leaves,how can a employee encash leaves,how can we forward this year leaves to next year,will the year considered from april to march or january to december.
please let me know the details as soon as possible.is there any other way to contact you.U can send me the details to
From India, Hyderabad
I am satya woking in a corporate office in hyderabad.this is a power construction organisation, we have people working on sites.i would like to know about the leave structure which the corporate offices should have.tell me where can i find the rules ®ulations for the corporate offices.how many casual leaves,sick leaves,paid leaves,how can a employee encash leaves,how can we forward this year leaves to next year,will the year considered from april to march or january to december.
please let me know the details as soon as possible.is there any other way to contact you.U can send me the details to
From India, Hyderabad
Hi Satya,
Generally leave would be consider April - March & it depends on organisation how much leave they want to give to an employee. In our organisation we are having 8 CL , 8 SL , & 22 PL/EL . PL will be applicable after contionous service of 1 year.
EL will be calculated at the end of the year or at the time of retirement .
You can't forward CL, SL/ PL you can forward to next year.
I hope this will help you.
From India, Mumbai
Generally leave would be consider April - March & it depends on organisation how much leave they want to give to an employee. In our organisation we are having 8 CL , 8 SL , & 22 PL/EL . PL will be applicable after contionous service of 1 year.
EL will be calculated at the end of the year or at the time of retirement .
You can't forward CL, SL/ PL you can forward to next year.
I hope this will help you.
From India, Mumbai
Hi Satya,
Sorry to reply you late..
The year consideration depends on the company policy and it differs from company to company. But as Binny said above it generally been considered as April to March.
And only EL can be forwarded to the next year, rest if any there will be lapsed.
The encashment of leaves also depends over company policy regarding the same. Most of the company encash it only after separation from the organisation that may come in terms of resignation, superannuation etc.
But some of the companies encash the same at the close of their consideration year.
Hope it will be clear with you.
Regards,
Amit Seth.
From India, Ahmadabad
Sorry to reply you late..
The year consideration depends on the company policy and it differs from company to company. But as Binny said above it generally been considered as April to March.
And only EL can be forwarded to the next year, rest if any there will be lapsed.
The encashment of leaves also depends over company policy regarding the same. Most of the company encash it only after separation from the organisation that may come in terms of resignation, superannuation etc.
But some of the companies encash the same at the close of their consideration year.
Hope it will be clear with you.
Regards,
Amit Seth.
From India, Ahmadabad
hy guyz/guls
I am newly joined hr assistant in UAE i need one warning letter formate that sittuation is her i attached
this is the situation...plz i need immedietly(how to i give warning letter my boss said sent warning letter i confused plz sent me any idea immediately)
Sir,
At 2100 hrs on 17.09.2008, GDS received a call from CEO Mr. Mahmood Amin to investigate a complaint received from security guard Subredo who was on duty at Gate- 3B.
GDS Bilal Juma has conducted an investigation into the matter and following was revealed:
vSecurity guard Subredo has assumed duty at Gate-3 B at 1915 Hrs.
vAt 1945 Hrs he called control office to know about reliever
vAt 2015 Hrs the security guard has asked for reliever. Since all patrolling drivers were busy, he was informed that he will be provided with reliever soon.
vAt 2100 Hrs he was again intimated that his reliever will come within 10 minutes and patrolling guard Sajid was sent for roving duty.
vThe security guard did not wait for the reliever to reach there and directly called the CEO.
During the investigation GDS came to know the roving related fighting incident involving the same guard on 16.09.2008 with cycle patrol guard Ansar Ibrahim. In that incident, in order to cover his offence he has accused security guard Ansar Ibrahim of accepting money at Gate-3 Paid Parking. When GDS asked security guard Subredo when he saw the incident, he replied that in the month of Aug 2008. When questioned further he replied that the incident happened during May 2008, which is four months ago. During questioning the security guard was found changing his statement and his allegation should not be believed. Severe action should be taken against the guard for raising false allegation against a brother guard.
Further investigation revealed that security guard Subredo got the contact number of CEO from S/G Dennis Guzman deployed at CT Gate-2. Both security guards were found transmitting messages through tetra radios in English as well as Tagalog, which is against tetra usage policy/instruction.
GDS recommends exemplary disciplinary action against security guard Subredo for false allegations as well as breach of security protocol.
Necessary disciplinary action should also be initiated against security guard Dennis Guzman for misusing radio.
From United Arab Emirates, Dubai
I am newly joined hr assistant in UAE i need one warning letter formate that sittuation is her i attached
this is the situation...plz i need immedietly(how to i give warning letter my boss said sent warning letter i confused plz sent me any idea immediately)
Sir,
At 2100 hrs on 17.09.2008, GDS received a call from CEO Mr. Mahmood Amin to investigate a complaint received from security guard Subredo who was on duty at Gate- 3B.
GDS Bilal Juma has conducted an investigation into the matter and following was revealed:
vSecurity guard Subredo has assumed duty at Gate-3 B at 1915 Hrs.
vAt 1945 Hrs he called control office to know about reliever
vAt 2015 Hrs the security guard has asked for reliever. Since all patrolling drivers were busy, he was informed that he will be provided with reliever soon.
vAt 2100 Hrs he was again intimated that his reliever will come within 10 minutes and patrolling guard Sajid was sent for roving duty.
vThe security guard did not wait for the reliever to reach there and directly called the CEO.
During the investigation GDS came to know the roving related fighting incident involving the same guard on 16.09.2008 with cycle patrol guard Ansar Ibrahim. In that incident, in order to cover his offence he has accused security guard Ansar Ibrahim of accepting money at Gate-3 Paid Parking. When GDS asked security guard Subredo when he saw the incident, he replied that in the month of Aug 2008. When questioned further he replied that the incident happened during May 2008, which is four months ago. During questioning the security guard was found changing his statement and his allegation should not be believed. Severe action should be taken against the guard for raising false allegation against a brother guard.
Further investigation revealed that security guard Subredo got the contact number of CEO from S/G Dennis Guzman deployed at CT Gate-2. Both security guards were found transmitting messages through tetra radios in English as well as Tagalog, which is against tetra usage policy/instruction.
GDS recommends exemplary disciplinary action against security guard Subredo for false allegations as well as breach of security protocol.
Necessary disciplinary action should also be initiated against security guard Dennis Guzman for misusing radio.
From United Arab Emirates, Dubai
@Divya: Here's a format, please modify it according to your needs.
It is observed / noticed that in recent past your compliance with the protocols of the organization is very poor and not up to the mark; (Write about the violation). Your above acts causes dislocation to the day-today work. You are aware that ours is an organization which is employee friendly but there are some protocols to be followed for the well being of our organization.
It clearly shows your indifferent attitude towards policies, which amounts to misconduct and liable for disciplinary proceedings.
However, you are here by severely warned and advised, in your own interest, to be more careful while you are in the workplace, comply with the documented policies and mend yourself.
Another breach in any type of policy will result in additional disciplinary action up to and including the possibility of employment termination.
A copy of this reprimand will be placed in your official personnel file.
From India, Mumbai
It is observed / noticed that in recent past your compliance with the protocols of the organization is very poor and not up to the mark; (Write about the violation). Your above acts causes dislocation to the day-today work. You are aware that ours is an organization which is employee friendly but there are some protocols to be followed for the well being of our organization.
It clearly shows your indifferent attitude towards policies, which amounts to misconduct and liable for disciplinary proceedings.
However, you are here by severely warned and advised, in your own interest, to be more careful while you are in the workplace, comply with the documented policies and mend yourself.
Another breach in any type of policy will result in additional disciplinary action up to and including the possibility of employment termination.
A copy of this reprimand will be placed in your official personnel file.
From India, Mumbai
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