What is the a standard procedure for issue a memo to a employee for deviating the company polices and procedures
From India, Bhimavaram
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From India, Bhimavaram
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Hi,
Is it the first time the employee deviated from the policies? If so, instead of a warning/memo, a verbal warning may be issued, and the same can be recorded in the file. If the nature of the violation is severe, then a written warning may be issued, advising the employee to refrain from doing so in the future.
From India, Madras
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1015Is it the first time the employee deviated from the policies? If so, instead of a warning/memo, a verbal warning may be issued, and the same can be recorded in the file. If the nature of the violation is severe, then a written warning may be issued, advising the employee to refrain from doing so in the future.
From India, Madras
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Dear Harinadhkumar,
For issuing a memo for the violation of the company's policy or policies, write in the first paragraph what the action was, who committed that act, where the violation took place, and how it took place.
In the next paragraph, explain how the action contravened clause _____, paragraph ____ of the Policy on _____.
In the third paragraph, detail the consequences of the violation. Also, mention whether the company suffered any monetary losses, loss of image, or both.
In the last paragraph, emphasize the importance of adherence to the policy guidelines. State that severe disciplinary action will be initiated if the violation recurs in the future.
Take a printout in duplicate. Issue the first copy and obtain the signature of the recipient on the second copy. Issue it in private, not in front of others. Explain to the employee why it merited the issue of a warning letter. Avoid giving lectures but ensure the employee understands the gravity of the warning letter. Restrict the discussion only to the incident of violation and nothing else should be discussed.
Before issuing the memo, consider the following:
a) How was the policy communicated to the employee? Was it written, or were the instructions given verbally and referred to as policy?
b) Has the employee signed a copy of the policy, confirming that they have "read and understood" it?
c) Is the employee competent to handle the job? Is there a mismatch between the job requirements and their knowledge, skillset, qualifications, etc.?
d) Is the employee the only person who violates the policy, or is it that everybody violates it but only they will be served with the memo?
e) What was the role of the Head of Department when the violation took place? Why did they not step in to prevent the violation?
Thanks,
Dinesh Divekar
From India, Bangalore
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For issuing a memo for the violation of the company's policy or policies, write in the first paragraph what the action was, who committed that act, where the violation took place, and how it took place.
In the next paragraph, explain how the action contravened clause _____, paragraph ____ of the Policy on _____.
In the third paragraph, detail the consequences of the violation. Also, mention whether the company suffered any monetary losses, loss of image, or both.
In the last paragraph, emphasize the importance of adherence to the policy guidelines. State that severe disciplinary action will be initiated if the violation recurs in the future.
Take a printout in duplicate. Issue the first copy and obtain the signature of the recipient on the second copy. Issue it in private, not in front of others. Explain to the employee why it merited the issue of a warning letter. Avoid giving lectures but ensure the employee understands the gravity of the warning letter. Restrict the discussion only to the incident of violation and nothing else should be discussed.
Before issuing the memo, consider the following:
a) How was the policy communicated to the employee? Was it written, or were the instructions given verbally and referred to as policy?
b) Has the employee signed a copy of the policy, confirming that they have "read and understood" it?
c) Is the employee competent to handle the job? Is there a mismatch between the job requirements and their knowledge, skillset, qualifications, etc.?
d) Is the employee the only person who violates the policy, or is it that everybody violates it but only they will be served with the memo?
e) What was the role of the Head of Department when the violation took place? Why did they not step in to prevent the violation?
Thanks,
Dinesh Divekar
From India, Bangalore
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