Hi All,
Can anybody help me with a format for internal memo to be issued to an employee for multiple reasons. I mean Memo not specified to any one reason, but that can be used to issue to anybody for any offence.
Thanks,
Gayathri
From India, Pune
Can anybody help me with a format for internal memo to be issued to an employee for multiple reasons. I mean Memo not specified to any one reason, but that can be used to issue to anybody for any offence.
Thanks,
Gayathri
From India, Pune
Hi Gayathri,
I understand what it is that you are trying to achieve, I did this some time back but found that i was spending too much time amending and adjusting each memo/letter so that it was specific to the offence.
My solution was to create a number of templates starting with the most common offences such as:
Unauthorized Absence
Misconduct
Breach of Procedures
Poor Timekeeping
Failure to meet Performance Targets
etc.
However, it is good practice that before such a memo/letter is issued, the individual concerned should be invited to a meeting to discuss the issue. Then and only then should a memo/letter be issued. Below I have given an example of a letter of poor timekeeping, you may need to amend it according to your own company policies.
Date: [date] Ref: [ref]
Dear [name]
Verbal Warning
I am writing to confirm the outcome of the disciplinary hearing held by myself with [insert name and title of employee representative if required] on [date].
After careful consideration of the matter it was decided that a verbal (or written) warning would be issued. The reasons for this action along with expected improvements are detailed below.
As detailed in our employment contract, you are required to work [insert working hours]. You have been late for work an average of [number] minutes on at least [number] different occasions in the last [number] weeks. [Alternatively, list specific instances of absence – which could also include over long breaks for lunch etc.] You have given no adequate explanation for this poor timekeeping.
If your timekeeping does not [insert specific standards to be reached] during the next [timescale] further disciplinary action may be taken.
A copy of this letter will be placed on your personal file and the warning will remain active for 3 months. This means that should you within this 3-month period be under another disciplinary hearing for any matter the Company reserves the right to take this action into account when determining any appropriate actions.
You have the right to appeal against this decision in writing to [insert senior/another manager's name] within 5 working days of receiving this warning letter. You have the right to be accompanied by a work colleague of your choice or a trade union representative during the appeals process.
If you have any questions regarding this letter, please contact me.
Yours sincerely
[Insert name]
[Insert title/department]
Hope the above helps,
Regards,
Harsh
From United Kingdom, Barrow
369I understand what it is that you are trying to achieve, I did this some time back but found that i was spending too much time amending and adjusting each memo/letter so that it was specific to the offence.
My solution was to create a number of templates starting with the most common offences such as:
Unauthorized Absence
Misconduct
Breach of Procedures
Poor Timekeeping
Failure to meet Performance Targets
etc.
However, it is good practice that before such a memo/letter is issued, the individual concerned should be invited to a meeting to discuss the issue. Then and only then should a memo/letter be issued. Below I have given an example of a letter of poor timekeeping, you may need to amend it according to your own company policies.
Date: [date] Ref: [ref]
Dear [name]
Verbal Warning
I am writing to confirm the outcome of the disciplinary hearing held by myself with [insert name and title of employee representative if required] on [date].
After careful consideration of the matter it was decided that a verbal (or written) warning would be issued. The reasons for this action along with expected improvements are detailed below.
As detailed in our employment contract, you are required to work [insert working hours]. You have been late for work an average of [number] minutes on at least [number] different occasions in the last [number] weeks. [Alternatively, list specific instances of absence – which could also include over long breaks for lunch etc.] You have given no adequate explanation for this poor timekeeping.
If your timekeeping does not [insert specific standards to be reached] during the next [timescale] further disciplinary action may be taken.
A copy of this letter will be placed on your personal file and the warning will remain active for 3 months. This means that should you within this 3-month period be under another disciplinary hearing for any matter the Company reserves the right to take this action into account when determining any appropriate actions.
You have the right to appeal against this decision in writing to [insert senior/another manager's name] within 5 working days of receiving this warning letter. You have the right to be accompanied by a work colleague of your choice or a trade union representative during the appeals process.
If you have any questions regarding this letter, please contact me.
Yours sincerely
[Insert name]
[Insert title/department]
Hope the above helps,
Regards,
Harsh
From United Kingdom, Barrow
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