Dear All,
This is a different kind of case to handle for HR. On 4th Jan 22, a reminder was given about the document submission to the employee. Even though nobody submitted it till the last day, we extended it for 3 more days. However, still no submission was received. Hence, we dropped a peaceful ultimate reminder to them and received this email from one of the employees:
----------
Please find the attached documents as per the above list. It took me some time to submit the documents as some of them were not available on my side, and also because of my busy work schedule.
As a professional, I have never received this type of peaceful reminder before this, so I am unable to trace the positive meaning of the email. I think our organization has a very open environment to discuss such matters if an employee has forgotten any requirements. Correct me if I am wrong!
Regards,
----------
How do I respond to this kind of email? I request all seniors here to guide for the same.
From India, Pune
Acknowledge(0)
Amend(0)
This is a different kind of case to handle for HR. On 4th Jan 22, a reminder was given about the document submission to the employee. Even though nobody submitted it till the last day, we extended it for 3 more days. However, still no submission was received. Hence, we dropped a peaceful ultimate reminder to them and received this email from one of the employees:
----------
Please find the attached documents as per the above list. It took me some time to submit the documents as some of them were not available on my side, and also because of my busy work schedule.
As a professional, I have never received this type of peaceful reminder before this, so I am unable to trace the positive meaning of the email. I think our organization has a very open environment to discuss such matters if an employee has forgotten any requirements. Correct me if I am wrong!
Regards,
----------
How do I respond to this kind of email? I request all seniors here to guide for the same.
From India, Pune
Acknowledge(0)Amend(0)
Dear member,
You have written: "On 4th Jan 22 had given a reminder about the document submission to employee, even though nobody submitted it till the last day extend it to 3 more days but still no hence dropped a peaceful ultimate reminder to them."
If you wrote a reminder on 4th Jan 22 (or 4th Jan 23?), then when did you send the first communication? Or was 4th Jan 23 itself the first communication?
Anyway, your query is on how to reply to the employee. From the email of the employee, he appears headstrong. Instead of regretting the delay, he is seeking an explanation from you. The draft could be as follows:
Dear _______,
Greetings for the day.
This email is regarding the clarification you have requested on the documents to be provided to the HR Department. The chronological order of the correspondence on this subject is as follows:
a) 4th Jan 2023: - A communication on the subject was initiated. The last date to submit the documents was _______.
b) 7th Jan 2023: - Since the documents were not received, the deadline was extended by three more days.
c) 10th Jan 2023: - As the documents were not received even during the extended period, a peaceful reminder had to be sent "per force." "Peaceful" denotes a "gentle" reminder. Considering the busy schedule of the team members, gentleness was maintained.
d) ___ Jan 2023: - Documents were received along with the clarification email.
The above sequence indicates that the reminder was prompted by the delay in document submission or the lack of communication itself. Furthermore, document submission is a routine administrative matter. It holds a neutral stance without positive or negative connotations. Fulfilling administrative requirements necessitates follow-up with the individual concerned, hence the reminder.
Valuing professionalism is a core tenet of _______ (name of your company). Timely completion of documentation is integral to professionalism within the HR department. I trust you agree that professionalism involves timely actions, communication, and respect for not only one's time but also that of colleagues.
With the receipt of the documents and the clarification provided above, let us consider the matter closed and move forward with productive endeavors.
Thank you,
_______ (your name)
Caveats: -
a) Your email lacked clarity on the dates. Adjust the dates accordingly.
b) The reply's language is assertive. I mirrored the tone of the employee's email. The choice of words rests with you. The response should reflect how much the HR department is esteemed in your company. In some organizations, HR departments receive less regard compared to technical departments. If this is the case, a brief acknowledgment like "thanks for submitting the documents. The matter is now closed" may suffice.
Thank you,
Dinesh Divekar
From India, Bangalore
Acknowledge(0)Amend(0)
8227You have written: "On 4th Jan 22 had given a reminder about the document submission to employee, even though nobody submitted it till the last day extend it to 3 more days but still no hence dropped a peaceful ultimate reminder to them."
If you wrote a reminder on 4th Jan 22 (or 4th Jan 23?), then when did you send the first communication? Or was 4th Jan 23 itself the first communication?
Anyway, your query is on how to reply to the employee. From the email of the employee, he appears headstrong. Instead of regretting the delay, he is seeking an explanation from you. The draft could be as follows:
Dear _______,
Greetings for the day.
This email is regarding the clarification you have requested on the documents to be provided to the HR Department. The chronological order of the correspondence on this subject is as follows:
a) 4th Jan 2023: - A communication on the subject was initiated. The last date to submit the documents was _______.
b) 7th Jan 2023: - Since the documents were not received, the deadline was extended by three more days.
c) 10th Jan 2023: - As the documents were not received even during the extended period, a peaceful reminder had to be sent "per force." "Peaceful" denotes a "gentle" reminder. Considering the busy schedule of the team members, gentleness was maintained.
d) ___ Jan 2023: - Documents were received along with the clarification email.
The above sequence indicates that the reminder was prompted by the delay in document submission or the lack of communication itself. Furthermore, document submission is a routine administrative matter. It holds a neutral stance without positive or negative connotations. Fulfilling administrative requirements necessitates follow-up with the individual concerned, hence the reminder.
Valuing professionalism is a core tenet of _______ (name of your company). Timely completion of documentation is integral to professionalism within the HR department. I trust you agree that professionalism involves timely actions, communication, and respect for not only one's time but also that of colleagues.
With the receipt of the documents and the clarification provided above, let us consider the matter closed and move forward with productive endeavors.
Thank you,
_______ (your name)
Caveats: -
a) Your email lacked clarity on the dates. Adjust the dates accordingly.
b) The reply's language is assertive. I mirrored the tone of the employee's email. The choice of words rests with you. The response should reflect how much the HR department is esteemed in your company. In some organizations, HR departments receive less regard compared to technical departments. If this is the case, a brief acknowledgment like "thanks for submitting the documents. The matter is now closed" may suffice.
Thank you,
Dinesh Divekar
From India, Bangalore
Acknowledge(0)Amend(0)
My advice would be to ignore it and not get into a slanging match with the employee. It is not worth your time and energy - and you will not win.
As for being "cheeky," that is a moot point. Perhaps a tad impolite at best.
Next time you require information from staff, describe exactly what you want, when you want it by, and the consequences of not providing the information in a timely manner.
Moral of the story, DO NOT leave things open-ended, nor subject to interpretation. SPELL IT OUT CLEARLY but in a calm and pleasant manner that invites cooperation, not confrontation.
From Australia, Melbourne
Acknowledge(0)Amend(0)
As for being "cheeky," that is a moot point. Perhaps a tad impolite at best.
Next time you require information from staff, describe exactly what you want, when you want it by, and the consequences of not providing the information in a timely manner.
Moral of the story, DO NOT leave things open-ended, nor subject to interpretation. SPELL IT OUT CLEARLY but in a calm and pleasant manner that invites cooperation, not confrontation.
From Australia, Melbourne
Acknowledge(0)Amend(0)
Ignore the wordings. Just acknowledge the receipt of documents and move on.
The use of the word "peaceful" has given a chance for interpretation of a different kind. There is no point entering into word battles if the requirement has been complied with.
From India, Pune
Acknowledge(0)Amend(0)
The use of the word "peaceful" has given a chance for interpretation of a different kind. There is no point entering into word battles if the requirement has been complied with.
From India, Pune
Acknowledge(0)Amend(0)
For Nathrao:
Sir,
For a while, I too felt inclined to give the same advice. However, occasionally HR must demonstrate assertiveness as well. The employee in question was late in the submission of the documents. Far from regretting the delay, with open defiance, he is questioning the logic of the reminder. If the headstrongness of these individuals is ignored, they could become further emboldened.
In every company, there are key sections or departments. People from these departments often exhibit a superiority complex. This exaggerated sense of self-worth is counterproductive to developing a healthy organizational culture. Hence, my suggestion is for a confident and self-assured reply from HR.
Regards,
Dinesh Divekar
From India, Bangalore
Acknowledge(0)Amend(0)
Sir,
For a while, I too felt inclined to give the same advice. However, occasionally HR must demonstrate assertiveness as well. The employee in question was late in the submission of the documents. Far from regretting the delay, with open defiance, he is questioning the logic of the reminder. If the headstrongness of these individuals is ignored, they could become further emboldened.
In every company, there are key sections or departments. People from these departments often exhibit a superiority complex. This exaggerated sense of self-worth is counterproductive to developing a healthy organizational culture. Hence, my suggestion is for a confident and self-assured reply from HR.
Regards,
Dinesh Divekar
From India, Bangalore
Acknowledge(0)Amend(0)
Hello, I want hr policies for manufacturing company, if anyone help me,
From India, Rajkot
Acknowledge(0)Amend(0)
From India, Rajkot
Acknowledge(0)Amend(0)
As per the majority of the comments mentioned by the professionals above, my view is also the same: acknowledge via mail with a positive response and move on instead of wasting your energy on these things and demotivating the employees due to your actions. At least one employee has responded to you and made efforts to arrange the documents, and you are considering sending a harsh mail to them as well, which, in my view, would be wrong.
Treating employees as an asset of the company is a good way to motivate them.
From India, New+Delhi
Acknowledge(0)Amend(0)
Treating employees as an asset of the company is a good way to motivate them.
From India, New+Delhi
Acknowledge(0)Amend(0)
I agree with Mr. Divekar.
Reply to the mail should be given—as per me. Submission of documents has nothing to do with a busy or otherwise schedule. If no reply is given, I suspect the employee will someday shoot himself in the foot, as he may keep on shooting such mails until a time comes that he is made to realize the fault line in his attitude, with consequences.
From India, Delhi
Acknowledge(0)Amend(0)
Reply to the mail should be given—as per me. Submission of documents has nothing to do with a busy or otherwise schedule. If no reply is given, I suspect the employee will someday shoot himself in the foot, as he may keep on shooting such mails until a time comes that he is made to realize the fault line in his attitude, with consequences.
From India, Delhi
Acknowledge(0)Amend(0)
For Suresh Rathi:
Sir, in my short experience dealing with employees in HR and party to arguments in court cases, I am of the opinion that the word "peaceful" used by the HR has irritated the employee. According to the employee, he must be thinking that the HR is planning to resort to non-peaceful means in the future if not complied with. The word peaceful, along with the underlying threat, has stirred his ego, and he will be ready for an email battle with the HR. The employee, probably having a higher role in his department and his importance to the company's performance, will also give him a feeling of superiority to question HR.
While I agree with what you have said, that such employees, if left unchecked, will eventually shoot themselves in the foot either in this company or in a different environment, I am also of the opinion that long gone are the days when we have the duty to correct his behavior for his wellbeing.
An email reply thanking him for the documents sent after the delay, along with a clarification saying "gentle reminder" is what was intended instead of using a peaceful reminder, will most probably cool both sides and conclude this issue. It is never worth fighting such types of battles, particularly when they lead to a huge loss of time and possible rivalry in the future. Compliance and maintaining friendly working relations would be a win-win.
Any suggestions for my post are welcomed. Regards.
From India, Trivandrum
Acknowledge(0)Amend(0)
Sir, in my short experience dealing with employees in HR and party to arguments in court cases, I am of the opinion that the word "peaceful" used by the HR has irritated the employee. According to the employee, he must be thinking that the HR is planning to resort to non-peaceful means in the future if not complied with. The word peaceful, along with the underlying threat, has stirred his ego, and he will be ready for an email battle with the HR. The employee, probably having a higher role in his department and his importance to the company's performance, will also give him a feeling of superiority to question HR.
While I agree with what you have said, that such employees, if left unchecked, will eventually shoot themselves in the foot either in this company or in a different environment, I am also of the opinion that long gone are the days when we have the duty to correct his behavior for his wellbeing.
An email reply thanking him for the documents sent after the delay, along with a clarification saying "gentle reminder" is what was intended instead of using a peaceful reminder, will most probably cool both sides and conclude this issue. It is never worth fighting such types of battles, particularly when they lead to a huge loss of time and possible rivalry in the future. Compliance and maintaining friendly working relations would be a win-win.
Any suggestions for my post are welcomed. Regards.
From India, Trivandrum
Acknowledge(0)Amend(0)Looking for something specific? - Join & Be Part Of Our Community and get connected with the right people who can help. Our AI-powered platform provides real-time fact-checking, peer-reviewed insights, and a vast historical knowledge base to support your search.