Written Warning Letter for Insufficient Adherence to Instructions
If any of your employees has not completely adhered to the work instructions then you can always write a warning letter to that employee in order to formally warn them about their actions.
In this post, we have come up with a sample warning letter for insufficient adherence to instruction that you can use for creating your own letter. This warning letter format is a simple letter which clearly includes the instructions which the employee has failed to adhere to. Use this warning letter sample for following and creating a customized draft that you can send to your employees.
Sample Warning Letter for Insufficient Adherence to Instructions
From:
Andrew Jacob
HR Manager
Zenith Technologies
New York
Date: January 20, 2024
To,
Mr. Henry Smith
54, Richmond Apartments
New York
Sub: Warning Letter for Insufficient Adherence to Instructions
Dear Mr. Henry,
We are writing this letter to express our concern on your recent actions at the place of work. On December 4th, 2023, it has been observed that you were not dressed up appropriately for the meeting with the client that was scheduled with your manager and team members and it is a violation of the instructions shared with you by the company.
As you are aware that the dress code at Zenith Technologies is formals and therefore, wearing casual clothes or shoes is just not acceptable. And what even worsened the situation was that you were wearing casuals during the meeting with the client and this cannot be ignored.
Please take this warning seriously and make sure that you are always dressed in formals while coming to office. If you have a special reason for not dressing up appropriately then please share it. I am hopeful that you are going to keep in mind the company instructions and comply them.
Regards,
Andrew Jacob
HR Manager
Zenith Technologies
New York
Categories: Letters Tags: Instructions, sample warning letter, Warning Letter Format, warning letter sample, warning letter template
Failure to Perform Job Duties Letter Sample Template
If there is an employee in your company who has failed to deliver what is expected of him or her then you can always write a formal Warning Letter for Failure to Perform Duties. The Failure to Perform Job Duties Letter is a very simple letter which mentions the areas wherein the employee has not been able to deliver the performance that is expected out of him or her.
In this post, we have come up with a Warning Letter for Failure to Perform Duties. You can use the employee not performing job duties letter to create a personalized letter.
Format For Failure to Perform Job Duties Letter
From,
Richard Smith
HR Manager
Zenith Technologies
New York
Date: December 4th, 2022
To,
Mr. Anthony Brown
54, New Villas Street
New York
Dear Mr. Anthony,
Last Wednesday, a task was assigned to you and it was clearly mentioned in the mail that you are suppose to be submitting it by Saturday as it was an urgent task. And it was not just you who was allotted the task, other members from your team were also assigned different fragments of the same task. But neither you submitted the task nor did you care about informing about the delay at your end.
You are already three days in submitting it and because of the delay from your end, the tasks that were submitted on time cannot be completed as they all are a part of the same task. It is nothing more than sheer negligence that you did not consider the task as important and therefore, chose to complete it at your own ease. As a employee of Zenith Technologies, you are expected to fulfil your responsibilities at work and always submit the assignment on time. Moreover, it is not for the very first time that you have done something like this. There have been instances in the past you have failed to made submissions on time.
Consider this letter as a serious warning. Nonfulfillment of any instructions can lead to serious actions against you. I am hopeful that you will be more careful from now on.
Regards, Richard Smith
HR Manager
Zenith Technologies
New York
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Warning Letter to Employees Refusing to Work
An organization has all kinds of people. Well some are very prompt with doing the task assigned to them and some on the other hand simply refuse to work. Every company has its own style of dealing with employees who say no to work. Writing a formal letter to employee who refuses to work is one way of warning them. Good companies always send warning letters in such scenarios.
If you also have to frame a warning letter to employees who say no to work then given below is a template sample that you can follow.
Warning Letter to Employees Who Say No To Work
From:
Samantha Brown
HR Manager,
Universal Cosmetics Pvt. Ltd.
42 Richmond Street,
London
Date: 14th July, 2017
To,
Robin Mars
Sales Executive,
11, St. Anthony Street
London
Dear Mr. Robin,
The management has been informed that you were assigned a job of dealing with our reputed customers on 12th July, 2017 but you refused to follow the instructions of your Manager.
We would like to warm you that our Company will not tolerate any such kind of misconduct or negligence from your end. If any such behavior is noticed in future then you will have to face serious consequences as actions against termination will be taken.
Consider this as a final warning and we hope that you would work without any negligence in future.
Regards,
Samantha Brown
Production Manager,
Universal Cosmetics Pvt. Ltd.
Click here to Download Warning letter to employee who refuse to work
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Categories: Warning Letter Format Tags: Employees, Warning Letter Format
Warning Letter for Misbehavior with Senior
In a company, different types of problems arise with time. One such problem is when a person misbehaves with a senior. In such a situation, as the HR manager or owner of the company, you must write a formal warning letter to that particular employee which highlights his action and also bring to his notice that he needs to correct it.
If you have to write such a letter than given below is a formal format of warning letter for misbehavior with senior. You can use this example sample to create a personalized letter with all details. Such letters are suppose to be short and precise, consisting of just the right amount of information.
Sample Warning letter for misbehavior with senior
Julia Mars
HR Manager
ABC Corporation Pvt. Ltd.
11, Park Avenue,
New York
Date: 23th April, 2016
To,
Mathew Jacob
42 Richmond Street,
New York
Sub: Warning Letter
Dear Mathew,
This is to inform that on 15th April, 2016 we had received a complaint against you stating about your involvement in improper behavior with your senior, Mr. Robin Smith. You have also failed to follow the instructions that were given to you.
The above misconduct is a serious offense as per company norms and attracts strict against you.
It would be in your interest to apologize for your misconduct in a written apology letter to your senior. Consider this letter as first and last warning for your actions. This is a final opportunity for you to improve your conduct and if you fail to do so then you will attract strict action against you.
Regards
Julia Mars
HR Manager
ABC Corporation Pvt. Ltd.
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Categories: Warning Letter Format Tags: Misbehavior, Warning Letter
Sample Draft of Notice for Punctuality in Attendance
Please find the attachment sample Draft of notice for enforcing punctuality in attendance.
To:
All
……………………….
……………………….
Punctuality in attendance and unfailing observance of work discipline in all, spheres are watchwards of an Organisation for its success. It has been observed that there is growing indiscipline amongst all categories of staff in many areas of activities of the Organisation which has been causing tremendous inconvenience to customers besides tarnishing the image of the Organization. It has also been observed that extreme slackness is permitted in monitoring the attendance/departure of the employees. As a service organisation, the Management
can ill- afford to sacrifice time, discipline amongst the employees. It has, therefore, been decided by the management to accord the highest priority, intoning up discipline which alone can increase productivity and ensure better consumer’s service. In this context, it is felt that not only the existing instructions on attendance need reiteration but also the following additional guidelines, strict enforcement of which with immediate effect is must:
The attendance register will be made available to the members of the staff well before the commencement of the working hours at each section/branch and it shall be withdrawn ten minutes after the commencement of the working hours and kept with the section branch in-charge or a responsible official and the employees/workmen who will come thereafter shall be marked “late”.
An employee, coming after ten minutes of the commencement of the working hours, shall sign the attendance register in the presence of the section/branch incharge and verbally explain the reasons for his delay in attendance.
An employee, who comes more than one hour late, shall submit his explanation in writing for coming late after which he may be permitted to join duty.
An employee, who comes late habitually, may be refused permission to join office and asked to submit leave application or may be marked as habitual late comer.
Un punctual attendance or unauthorised absence shall be treated as acts of
misconduct making such employees liable to disciplinary action.
As regards departure, the attendance register will be made available only at the close of the working hour and the section/branch in- charge shall ensure that in no case the entries made in the attendance register are at variance with the actual timings of departure.
To ensure this, the attendance register shall also be occasionally checked at higher level and appropriate notings made immediately after the opening and closing hours.
Leaving office earlier than the scheduled time of departure and any failure on the part of the employees to record the time of departure before leaving office shall also render them liable to disciplinary action.
No employee, who is found to be late coming for more than one hour habitually, shall be allowed to join his duties except in cases where he had obtained prior permission from the section/ branch in-charge for attending late on grounds such as serious illness in the family, etc.
Authorized Signatory
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Categories: HR Tags: DRAFT OF NOTICE FOR ENFORCING PUNCTUALITY IN ATTENDANCE
Disciplinary Action and Warning Letters
I have attached the 26 warning letters formats which will help you for all the Disciplinary actions.
MODEL PRO-FORM FOR GENERAL CHARGE-SHEET
To
………………………
………………………
It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged). The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you.
Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed of without any further reference to you. Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter. The receipt of this letter should be acknowledged.
AHTOHRISED SIGNATORY
MODEL SHOW CAUSE NOTICE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
You have been absenting from duty without leave since………..and as such services are liable to be terminated according to the rules of the company.
You are, therefore, called upon to show cause why your services will not be terminated under Clause ……….of the State………Model Standing Orders Act OR Certified Standing Orders rules of the company / establishment for
such continued / habitual absence.
AUTHIRISED SIGNATORY
MODEL SHOW CAUSE NOTICE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
It has been reported against you as under : On…………at……………….you,…………..……………..(details of alleged misconduct) The act(s) alleged to have been committed by you amount to misconduct. Accordingly, you are hereby called upon to submit your written explanation and show cause why disciplinary action should not be taken against you.
Your explanation must reach the undersigned within 48 hours. Should you fail to submit your explanation required,the matter will be disposed of without any further reference to you.
AUTHORISED SIGNATORY
SIMPLE WARNING LETTER
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
WARNING
Your explanation dated ………….. in reply to show cause notice dated………. Has been found to be unsatisfactory. You are accordingly hereby warned.
You are further advised in your own interest to be cautious and not to repeat such an act in future.
AUTHORISED SIGNATORY
STERN WARNING LETTER
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
STERN WARNING
Your explanation dated …..in reply to show cause notice /letter of charge dated…….has been found to be unsatisfactory.The gravity of misconduct committed by you is such that it warrants severe punishment. However, we are taking a lenient view this time and have decided to award you this
stern warning.Should you repeat any such thing in future or commit any
other misconduct we will not hesitate to take strict disciplinary action against you.
AUTHORISED SIGNATORY
WARNING LETTER FOR HABITUAL IRREGULAR ATTENDANCE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
Your leave record shows that you are in the habit of absenting off and on and in spite of the fact that you have been verbally advised and are warned for improving your attendance you have not shown any improvement. You were again absent on ………. Without any authorization. You are being given another opportunity to correct yourself and in case you do not show any improvement we will have no alternative but to take a serious view of your action. On your above absence you are being strongly warned.
AUTHORISED SIGNATORY
WARNING LETTER FOR INSUBORDINATION
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
It has been reported that today at 09.00a.m when your supervisor asked you to do…………………you refused to carry out the instructions and shouted at him. In your explanation you have admitted your mistake. Although drastic action could have been taken against you forinsubordination, but with a view to reform you, you are being given another opportunity and we hope you will be very careful in future in such matters. You are being warned.
AUTHORISED SIGNATORY
MODEL PRO-FORMA FOR GENERAL CHARGE-SHEET
To
Mr./ Ms……………………..
Emp.No…………………….
Designation………………..
It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged).The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you. Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.
Should you fail to submit your explanation as required, It will be presumed
that you admit the charges and have no explanation to offer and the matter
will be disposed of without any further reference to you.Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter.
The receipt of this letter should be acknowledged.
AHTOHRISED SIGNATORY
PRO-FORMA FOR NOTICE FOR SUSPENSION ORDER PENDING ENQUIRY:
To
Mr./ Ms……………………..
Emp.No…………………….
Designation………………..
Whereas the charges amounting to gross misconduct (s) and indiscipline
againt you have been leveled in accordance with Company Service Rules /
Standing Order No……as per charge-sheet dated………..sent to you.Now, therefore, you are hereby placed under suspension with effect from………under clauses………..of the Factory / Company Rules / Standing
Orders. Your suspension has been considered necessary in order to maintain
proper discipline in the Factory / Company / Establishment and to conduct
proper enquiry against you.You will be entitled to receive subsistence / suspension allowance of Rs……. During the period of suspension.
AHTOHRISED SIGNATORY
PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR
CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE
To
Mr. / Ms…………………………..
……………………………………
Sir / Madam,
The Management has issued a charge-sheet to one of the employees calling
for his explanation thereto. The explanation, has been found to be as
unsatisfactory. The Management has decided to hold an enquiry by giving an
opportunity to the delinquent employee to defend himself.
The Management has decided to appoint you as an Enquiry Officer and we
need your formal approval which may kindly be conveyed at your earliest.
Please be assured that the Management will extend full co-operation in this
context and Mr. / Ms……………. Has been appointed as its representative.
Thanking you,
Yours Sincerely,
For & on behalf of the Management
Authorised Signatory
CC: Mr./ Ms.—————————, you are appointed as Management’s
Representative to co-ordinate with the Enquiry Officer.
Note: After the disciplinary authority decides to order an enquiry, it may hold the same itself or appoint an Enquiry Officer for that purpose in the absence of a provision to the contrary in the in the service or discipline rules concerned. The Enquiry Officer functions only as a delegate of the disciplinary authority, whose conclusions and recommendations may or may not find favour with the disciplinary authority. The prerequisites of a person to be Enquiry Officer may thus be summarized as under.:
(a) The appointment of the Enquiry Officer should be made by an authority competent totake disciplinary action against the workman concerned.
(b) Before making the appointment of a person to act as Enquiry Officer, it must be seenthat he is a person with open mind, a mind which is not biased against the workman concerned.
(c) A person to be Enquiry Officer must be a Responsible Officer or High Status commanding respect from the workman. He should not be a person of lower status and should not be judge in his own cause.
PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE
FOR HOLDING ENQUIRY:
To
Mr./ Ms………………….
Emp.No…………………
Designation……………..
Ref: Your explanation dated ………………..in response to the charge-sheet
dated………………
We are in receipt of your explanation dated…….in response to the charge sheet dated……..After careful consideration of your explanation, which has
been found unsatisfactory, it is considered desirable and necessary to
conduct an enquiry into the charges leveled against you. You are hereby
informed that the enquiry will be conducted by Sri……………….who has been
entrusted with assignment to hold the enquiry.You are, therefore, directed to attend and participate in the enquiry proceedings with all the necessary document, evidence and witness (es) that you may seek to rely upon in your defense. You are further intimated that if you fall to attend the enquiry proceedings without sufficient cause, the enquiry will be proceeded ex-parte without notice to you. For & on behalf of the Management
Authorised Signatory
DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT
To
———————-
———————-
———————-
This has reference to the charge sheet dated __________ issued to you and
the enquiry held thereafter. We have since received the report of the enquiry
officer, wherein the charges leveled against you have been proved.
Before we consider the findings of the enquiry officer, you are hereby given an opportunity as to what you have to say o the findings. You are given a period of three days to submit your reply. In case we do not hear from you within the stipulated time period, necessary action will follow, without further reference to
you.
Manager/ Competent Authority
NOTICE OF DISCHARGE TO AN EMPLOYEE
To
_______________
_______________
_______________
This has reference to the charge sheet dated_________ issued to you &
enquiry held thereafter. We have duly considered the report of the enquiry
officer and are satisfied that the charges as leveled against you have been
proved against you in the enquiry.
In view of the serious nature of misconduct committed by you & fully proved
against you, it has been decided to dispense with your services. However, on
compassionate grounds considering extenuating and aggravating
circumstances, the management, instead of dismissing you from services has
decided to impose lesser punishment of discharge on you with immediate
effect from____________ Your final payment of dues including wages for 1 month in lieu of notice will be made to you in the office on or before____________ during office hours on any working day after you hand over the charge.
Manager/ Competent Authority
ORDER OF DISMISSAL
To
_______________
_______________
_______________
We have received the enquiry report that was held on_______________
against you consequent to the charge sheet dated______________. After
going through the proceedings of the enquiry, we find that the charges have
been proved against you.Since the charge (s) committed by you is/are of serous nature, the appropriate punishment is dismissal from service. You are therefore, hereby dismissed from service with effect from ____________ you can collect your dues, if any,and settle your account on any working day during the office hours from
Accounts Department.
Manager/ Authorised person with designation
C.C : – The Accounts Deptt. for information if necessary action.
ORDER OF REDUCTION IN RANK
To
_______________
_______________
_______________
Your past conduct and service records reveal that you have no initiative or
sense of responsibility. Frequently, you have stayed away from duty &
neglected your work. Time & again you were warned/ reprimanded but there
has been no improvement. We tried our best to motivate you to take interest
in the work & to observe regularity & punctuality but of no avail. You have
been as careless as ever & have refused to perform your duties seriously.
Your carelessness has not caused the work to suffer but it is also likely to
effect the discipline among other members of the staff.Under circumstances we are of the concerned opinion that the post held by you entails greater responsibility that you can shoulder as you lack necessary initiative, which is required for the post. Therefore, we hereby give you 1- month notice to relieve you from the present post and instead assign you post
of____________ with immediate effect from_______________. This post
entails lesser responsibility & we feel that you will be able to perform your duty more satisfactorily in this capacity. However, you will be entitled to only those benefits and salary that the post caries.We must also make it clear that if you fail to show marked improvement & continue to conduct yourself in the way you have been doing, we shall be constrained to dispense with your services after holding enquiry, if necessary.Manager/Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF WITHOLDING ANNUAL INCREMENT/(S)
To
_______________
_______________
_______________
In continuance of the charge sheet dated_____________ issued to you & the Enquiry held into the charges, this is to inform you that we were satisfied that you are found guilty of the charges leveled against you and severe
punishment including dismissal/discharge can be inflicted upon you.
However, on going through your past record & considering the nature of the
misconduct by you the undersigned decide that this time a milder punishment will meet the ends of justice. Therefore, it has been decided to withhold your annual increment for___________year/years.During the period for which your annual increment is being withheld the management will watch your performance and conduct and if found satisfactory the grant of increment/ increments to you will be reconsidered onthe expiry of the said period.
Manager/ Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF IMPOSING FINE AS A PUNISHMENT
To
_______________
_______________
_______________
This is in continuance of the charge-sheeted dated__________ issued to you & the enquiry held in pursuance thereof. As a result of the enquiry, the
management is satisfied that the charges leveled against you amply proved.
On the bases of the charges proved against you, dismissal from service would be rather appropriate in the ordinary course but in consideration that this for the first time that you have been found guilty of the charge, the management decides to afford you an opportunity to improve yourself & instead of awarding the extreme penalty, impose upon you a fine of
Rs._________ as
punishment.
Manager/ Competent Authority
Date: –
C.C: – The Accounts Dept
PROFORMA SUGGESTED FOR A CHARGE SHEET TO AN EMPLOYEE
FOR HABITUAL ABSENTEEISM
TO
Following are the charges against you:
Perusal of your attendance record reveals that you are in habit of absenting
yourself from your duties without any information and proper sanction of
leave. Your absentee spells are on an increase and your absentee record for
the preceding ________years are reproduced hereunder.
MONTH DATES NO. OF
DAYS OF
UNAUTH
ORIZED
ABSE
NCE
________ __________
________________
XXX XXX XXX
XXX XXX XXX
You have been verbally advised to improve you attendance record and not to
indulge in unauthorized absence from duties. But despite these verbal
advises/reprimands and assurance given by you, you have not shown any
improvement in your attendance.The above act of habitual absence on your part constituted major misconduct under certified standing orders of the company applicable to you and also affects the work of the company.You are hereby required to submit your explanation, if any to this chargesheet
within 3 days from its receipt failing which it will be presumed that you
have no explanation to offer and the management will be free to take any
action that may be deemed proper in you case.
For _________________________
(Authorized Signatory)
PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWN
WORK
To,
It is reported against you as under:
1. That on______(date) at about________(time) while on duty, you in
combination with others, deliberately slowed down the work in a concerted manner and instigated Mr.B & C to adopt ‘go slow’ tactics. You further threatened Mr. D who did not want to follow the suit.
2. That while you prior production was_____ per day, your production on
________ and thereafter has been deliberately brought down to______
which is much below the normal production of a worker of average
efficiency.
3. That the above acts/omissions on your part are highly objectionable
being prejudicial to the interest of the company, which has to compete
with other efficiently run enterprises.
4. That despite repeated advice not to adopt to ‘go slow’ tactics, by your
superior/superiors, you did not adhere to the actual norms of production, you have been maintaining earlier but instead, kept on idling away your time.
5. As a result of your ‘Go Slow’ tactics and instigating others to slow down
the work/production has considerably gone down, resulting into loss to
the company.
6. The above acts on your part constitute major misconduct under
certified standing orders no.______ and no._____ of the company
applicable to you.You are hereby required to submit your explanation, if any to this charge sheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case.
AUTHORISED SIGNATORY
Appreciation Letter
Dear (Name of the candidate),
I would like to take this opportunity to express my heartfelt thanks to you for
your very active involvement _________(Reason) . The Chairman and Board
Members have also asked me to pass on their sincere appreciation for your
efforts in supporting us with the undertaking.Again, thanks so much for your enthusiastic participation in our conference. I have no doubt that it would not have been the success that it was without your presence.
Best Regards,
_______(Your name and Your Digital Signature)
Rejection Letter
Dear (Name of the candidate)
I regret to inform you that your recent application for the Head of Security
position at __(Name of the company) was unsuccessful.Although you met all of the mandatory minimum qualifications for the position,the Interview Board chose a candidate with considerably more experience than you currently possess and also whose skill set Matches closely with the current profile we are looking at . I am here to convey thanks for your candidacy.On behalf of ____(Company name) I thank you for your interest and effort,and I wish you all the best in your future career endeavors.
Sincerely,
_______(Your name and Your Digital Signature)
Apology Letter
Dear (Name of the candidate)
The purpose of this is to convey to you my sincere apologies for any
inconvenience you may have experienced last month with respect to
____(Cause of Inconvenience). We continue to be committed in reaching your expectations. Once again , Let me convey my sincere apologies concerning this and also would see to it that this would not happen in future .
Sincerely,
_______(Your name and Your Digital Signature)
Appointment For Interview
Dear (recipient’s name),
Thank you for your application regarding the position of (job title) at (company). We are impressed with your qualifications and would like to meet
with you to have a round of Discussion . Please come down to our office and
take an interview any time between __ A.M to __ P.M . Should you have any
queries ,please feel free to call me _____(Mob Num) and reach me at (your
Email ID) .We look forward to meet you soon at our Office.
Best Regards,
_______(Your name and Your Digital Signature
New Employee Introduction
Hi All
Please extend your warmest welcome to (name). (name) will be heading up
our (department) division and is excited to begin in this capacity. He comes to us with more than (number) years in…(Industry) . She would be reached at (Corporate Email ID). Request one and all to extend your warm look upon
her .
Best Regards,
_______(Your name and Your Digital Signature
Extending Job Offer
Dear (recipient’s name),
We are delighted to have you be a part of (company). As discussed in your
interview, we are offering you the position of (job title) your starting salary will be ___ per Year. The Break-up for the same will be provided on your Date of Joining Please acknowledge your Interest as a reply to this Email and Mention us your Date of Joining .An Early response to the same is highly appreciated. Look forward to have a amiable Association with you .
Regards
_______(Your name and Your Digital Signature .
Birthday Congratulations
Dear (recipient’s name)
Wish you a Happy Birthday ! We hope that you have a great year and
accomplish all the fabulous goals you have set. May the coming years be
filled with happiness, peace, and love.Have a Great day ahead .
Sincerely,
_______(Your name and Your Digital Signature
HIKE Letter
Dear Employee,
We are glad to inform you that your CTC/salary is being revised to
__________________. The break up of the same is as follows:
Basic:
Conveyance:
Flexi Benefit Plan:
PF Contrbution:
The other terms and conditions of the appointment remains the same.
Looking forward for a greater performance.
Regards,
_______(Your name and Your Digital Signature
HIKE Letter II
Dear Employee,
We take this opportunity to thank you for your contribution towards(Name of
the company)_________________performance in (Year)_______. Your
efforts towards helping the company achive its strategic goals are
appreciated.Your performance for the year _______ has __________ and has been evaluated as ___(Rating). Consequently, your annural compensation has been enhanced as shown below wef ________.
Components:
Fixed Cash Component(A)
Basic:
Flexible Benefit Pan(FBP)
Provident Fund(PF)
Cost to Company
VariableCash Component(B)
Performance Bonus
Retirals(C)
Gratuity
Other Allowances(D)
Total Yearly Compensation (A+B+C+D)
Benefits:
Group Term Life Insurance
Group Personal Accident Insurance
Group Mediclaim Insurance
We look forward to your continued contribution that would enable us to work
together as a team and scale grater heights in the coming years.We wish you all th best for your future endeavours and contributions to our organization.
PROMOTION LETTER
Dear Mr. /Ms,
We are very happy to inform you that you have been promoted as
(designation)with effect from (due date). In accordance we hereby revise your Gross Salary as Rs /-.Other terms and Conditions remain the same as per the appointment letter. Kindly sign and return the duplicate of this letter as a token of your acceptance of the above terms and conditions.
With best wishes,
_______(Your name and Your Digital Signature
ADDRESS PROOF LETTER FOR EMPLOYEE
To Whomsoever it may concern
This is to confirm that Ch.Sudheer is working in (Company) as (Designation) .
As per the company’s record, His services were effective since (Date of
Joining) . Also would want to confirm the current address of (Name of the
Employee) as “ put the Adress ” as per company’s Employee Records .
Sincerely
Human Resources
_______(Your name and Your Digital Signature
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Warning Enquiry Appraisal format
I have Attached Warning Enquiry Appraisal format
MODEL PRO-FORM FOR GENERAL CHARGE-SHEET
To
………………………
………………………
It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged).
The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you.
Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.
Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed of without any further reference to you.
Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter.
The receipt of this letter should be acknowledged.
AHTOHRISED SIGNATORY
MODEL SHOW CAUSE NOTICE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
You have been absenting from duty without leave since………..and as such services are liable to be terminated according to the rules of the company.
You are, therefore, called upon to show cause why your services will not be terminated under Clause ……….of the State………Model Standing Orders Act OR Certified Standing Orders rules of the company / establishment for such continued / habitual absence.
AUTHIRISED SIGNATORY
MODEL SHOW CAUSE NOTICE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
It has been reported against you as under :
On…………at……………….you,…………..……………..(details of alleged misconduct) The act(s) alleged to have been committed by you amount to misconduct.
Accordingly, you are hereby called upon to submit your written explanation and show cause why disciplinary action should not be taken against you.
Your explanation must reach the undersigned within 48 hours. Should you fail to submit your explanation required, the matter will be disposed of without any further reference to you.
AUTHORISED SIGNATORY
SIMPLE WARNING LETTER
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
WARNING
Your explanation dated ………….. in reply to show cause notice dated………. Has been found to be unsatisfactory.
You are accordingly hereby warned.
You are further advised in your own interest to be cautious and not to repeat such an act in future.
AUTHORISED SIGNATORY
STERN WARNING LETTER
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
STERN WARNING
Your explanation dated …..in reply to show cause notice / letter of charge dated…….has been found to be unsatisfactory.
The gravity of misconduct committed by you is such that it warrants severe punishment. However, we are taking a lenient view this time and have decided to award you this stern warning.
Should you repeat any such thing in future or commit any other misconduct we will not hesitate to take strict disciplinary action against you.
AUTHORISED SIGNATORY
WARNING LETTER FOR HABITUAL IRREGULAT ATTENDANCE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
Your leave record shows that you are in the habit of absenting off and on and in spite of the fact that you have been verbally advised and are warned for improving your attendance you have not shown any improvement. You were again absent on ………. Without any authorization. You are being given another opportunity to correct yourself and in case you do not show any improvement we will have no alternative but to take a serious view of your action. On your above absence you are being strongly warned.
AUTHORISED SIGNATORY
WARNING LETTER FOR INSUBORDINATION
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
It has been reported that today at 09.00a.m when your supervisor asked you to do…………………you refused to carry out the instructions and shouted at him. In your explanation you have admitted your mistake. Although drastic action could have been taken against you for insubordination, but with a view to reform you, you are being given another opportunity and we hope you will be very careful in future in such matters. You are being warned.
AUTHORISED SIGNATORY
MODEL PRO-FORMA FOR GENERAL CHARGE-SHEET
To
Mr./ Ms……………………..
Emp.No…………………….
Designation………………..
It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged).
The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you.
Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.
Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed of without any further reference to you.
Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter.
The receipt of this letter should be acknowledged.
AHTOHRISED SIGNATORY
PRO-FORMA FOR NOTICE FOR SUSPENSION ORDER PENDING ENQUIRY:
To
Mr./ Ms……………………..
Emp.No…………………….
Designation………………..
Whereas the charges amounting to gross misconduct (s) and indiscipline againt you have been leveled in accordance with Company Service Rules / Standing Order No……as per charge-sheet dated………..sent to you.
Now, therefore, you are hereby placed under suspension with effect from………under clauses………..of the Factory / Company Rules / Standing Orders. Your suspension has been considered necessary in order to maintain proper discipline in the Factory / Company / Establishment and to conduct proper enquiry against you.
You will be entitled to receive subsistence / suspension allowance of Rs……. During the period of suspension.
AHTOHRISED SIGNATORY
PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE
To
Mr. / Ms…………………………..
……………………………………
Sir / Madam,
The Management has issued a charge-sheet to one of the employees calling for his explanation thereto. The explanation, has been found to be as unsatisfactory. The Management has decided to hold an enquiry by giving an opportunity to the delinquent employee to defend himself.
The Management has decided to appoint you as an Enquiry Officer and we need your formal approval which may kindly be conveyed at your earliest.
Please be assured that the Management will extend full co-operation in this context and Mr. / Ms……………. Has been appointed as its representative.
Thanking you,
Yours Sincerely,
For & on behalf of the Management
Authorised Signatory
CC: Mr./ Ms.—————————, you are appointed as Management’s Representative to co-ordinate with the Enquiry Officer.
Note: After the disciplinary authority decides to order an enquiry, it may hold the same itself or appoint an Enquiry Officer for that purpose in the absence of a provision to the contrary in the in the service or discipline rules concerned. The Enquiry Officer functions only as a delegate of the disciplinary authority, whose conclusions and recommendations may or may not find favour with the disciplinary authority.
The prerequisites of a person to be Enquiry Officer may thus be summarized as under.:
(a) The appointment of the Enquiry Officer should be made by an authority competent to take disciplinary action against the workman concerned.
(b) Before making the appointment of a person to act as Enquiry Officer, it must be seen that he is a person with open mind, a mind which is not biased against the workman concerned.
(c) A person to be Enquiry Officer must be a Responsible Officer or High Status commanding respect from the workman. He should not be a person of lower status and should not be judge in his own cause.
PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE FOR HOLDING ENQUIRY:
To
Mr./ Ms………………….
Emp.No…………………
Designation……………..
Ref: Your explanation dated ………………..in response to the charge-sheet dated………………
We are in receipt of your explanation dated…….in response to the charge-sheet dated……..After careful consideration of your explanation, which has been found unsatisfactory, it is considered desirable and necessary to conduct an enquiry into the charges leveled against you. You are hereby informed that the enquiry will be conducted by Sri……………….who has been entrusted with assignment to hold the enquiry.
You are, therefore, directed to attend and participate in the enquiry proceedings with all the necessary document, evidence and witness (es) that you may seek to rely upon in your defense. You are further intimated that if you fall to attend the enquiry proceedings without sufficient cause, the enquiry will be proceeded ex-parte without notice to you.
For & on behalf of the Management
Authorised Signatory
DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT
To
———————-
———————-
———————-
This has reference to the charge sheet dated __________ issued to you and the enquiry held thereafter. We have since received the report of the enquiry officer, wherein the charges leveled against you have been proved.
Before we consider the findings of the enquiry officer, you are hereby given an opportunity as to what you have to say o the findings. You are given a period of three days to submit your reply. In case we do not hear from you within the stipulated time period, necessary action will follow, without further reference to you.
Manager/ Competent Authority
NOTICE OF DISCHARGE TO AN EMPLOYEE
To
_______________
_______________
_______________
This has reference to the charge sheet dated_________ issued to you & enquiry held thereafter. We have duly considered the report of the enquiry officer and are satisfied that the charges as leveled against you have been proved against you in the enquiry.
In view of the serious nature of misconduct committed by you & fully proved against you, it has been decided to dispense with your services. However, on compassionate grounds considering extenuating and aggravating circumstances, the management, instead of dismissing you from services has decided to impose lesser punishment of discharge on you with immediate effect from____________
Your final payment of dues including wages for 1 month in lieu of notice will be made to you in the office on or before____________ during office hours on any working day after you hand over the charge.
Manager/ Competent Authority
ORDER OF DISMISSAL
To
_______________
_______________
_______________
We have received the enquiry report that was held on_______________ against you consequent to the charge sheet dated______________. After going through the proceedings of the enquiry, we find that the charges have been proved against you.
Since the charge (s) committed by you is/are of serous nature, the appropriate punishment is dismissal from service. You are therefore, hereby dismissed from service with effect from ____________ you can collect your dues, if any, and settle your account on any working day during the office hours from Accounts Department.
Manager/ Authorised person with designation
C.C : – The Accounts Deptt. for information if necessary action.
ORDER OF REDUCTION IN RANK
To
_______________
_______________
_______________
Your past conduct and service records reveal that you have no initiative or sense of responsibility. Frequently, you have stayed away from duty & neglected your work. Time & again you were warned/ reprimanded but there has been no improvement. We tried our best to motivate you to take interest in the work & to observe regularity & punctuality but of no avail. You have been as careless as ever & have refused to perform your duties seriously. Your carelessness has not caused the work to suffer but it is also likely to effect the discipline among other members of the staff.
Under circumstances we are of the concerned opinion that the post held by you entails greater responsibility that you can shoulder as you lack necessary initiative, which is required for the post. Therefore, we hereby give you 1-month notice to relieve you from the present post and instead assign you post of____________ with immediate effect from_______________. This post entails lesser responsibility & we feel that you will be able to perform your duty more satisfactorily in this capacity. However, you will be entitled to only those benefits and salary that the post caries.
We must also make it clear that if you fail to show marked improvement & continue to conduct yourself in the way you have been doing, we shall be constrained to dispense with your services after holding enquiry, if necessary.
Manager/Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF WITHOLDING ANNUAL INCREMENT/(S)
To
_______________
_______________
_______________
In continuance of the charge sheet dated_____________ issued to you & the Enquiry held into the charges, this is to inform you that we were satisfied that you are found guilty of the charges leveled against you and severe punishment including dismissal/discharge can be inflicted upon you.
However, on going through your past record & considering the nature of the misconduct by you the undersigned decide that this time a milder punishment will meet the ends of justice. Therefore, it has been decided to withhold your annual increment for___________year/years.
During the period for which your annual increment is being withheld the management will watch your performance and conduct and if found satisfactory the grant of increment/ increments to you will be reconsidered on the expiry of the said period.
Manager/ Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF IMPOSING FINE AS A PUNISHMENT
To
_______________
_______________
_______________
This is in continuance of the charge-sheeted dated__________ issued to you & the enquiry held in pursuance thereof. As a result of the enquiry, the management is satisfied that the charges leveled against you amply proved.
On the bases of the charges proved against you, dismissal from service would be rather appropriate in the ordinary course but in consideration that this for the first time that you have been found guilty of the charge, the management decides to afford you an opportunity to improve yourself & instead of awarding the extreme penalty, impose upon you a fine of Rs._________ as punishment.
Manager/ Competent Authority
Date: –
C.C: – The Accounts Dept
PROFORMA SUGGESTED FOR A CHARGE SHEET TO AN EMPLOYEE FOR HABITUAL ABSENTEEISM
TO
Following are the charges against you:
Perusal of your attendance record reveals that you are in habit of absenting yourself from your duties without any information and proper sanction of leave. Your absentee spells are on an increase and your absentee record for the preceding ________years are reproduced hereunder.
MONTH DATES NO. OF DAYS OF
UNAUTHORIZED
ABSENCE
________ __________ ________________
XXX XXX XXX
XXX XXX XXX
You have been verbally advised to improve you attendance record and not to indulge in unauthorized absence from duties. But despite these verbal advises/reprimands and assurance given by you, you have not shown any improvement in your attendance.
The above act of habitual absence on your part constituted major misconduct under certified standing orders of the company applicable to you and also affects the work of the company.
You are hereby required to submit your explanation, if any to this charge-sheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case.
For _________________________
(Authorized Signatory)
PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWN WORK
To,
It is reported against you as under:
- That on______(date) at about________(time) while on duty, you in combination with others, deliberately slowed down the work in a concerted manner and instigated Mr.B & C to adopt ‘go slow’ tactics. You further threatened Mr. D who did not want to follow the suit.
- That while you prior production was_____ per day, your production on ________ and thereafter has been deliberately brought down to______ which is much below the normal production of a worker of average efficiency.
- That the above acts/omissions on your part are highly objectionable being prejudicial to the interest of the company, which has to compete with other efficiently run enterprises.
- That despite repeated advice not to adopt to ‘go slow’ tactics, by your superior/superiors, you did not adhere to the actual norms of production, you have been maintaining earlier but instead, kept on idling away your time.
- As a result of your ‘Go Slow’ tactics and instigating others to slow down the work/production has considerably gone down, resulting into loss to the company.
- The above acts on your part constitute major misconduct under certified standing orders no.______ and no._____ of the company applicable to you.
You are hereby required to submit your explanation, if any to this charge-sheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case.
AUTHORISED SIGNATORY
Appreciation Letter
Dear (Name of the candidate),
I would like to take this opportunity to express my heartfelt thanks to you for your very active involvement _________(Reason) . The Chairman and Board Members have also asked me to pass on their sincere appreciation for your efforts in supporting us with the undertaking.
Again, thanks so much for your enthusiastic participation in our conference. I have no doubt that it would not have been the success that it was without your presence.
Best Regards,
_______(Your name and Your Digital Signature)
Rejection Letter
Dear (Name of the candidate)
I regret to inform you that your recent application for the Head of Security position at __(Name of the company) was unsuccessful.
Although you met all of the mandatory minimum qualifications for the position, the Interview Board chose a candidate with considerably more experience than you currently possess and also whose skill set Matches closely with the current profile we are looking at . I am here to convey thanks for your candidacy .
On behalf of ____(Company name) I thank you for your interest and effort, and I wish you all the best in your future career endeavors.
Sincerely,
_______(Your name and Your Digital Signature)
Apology Letter
Dear (Name of the candidate)
The purpose of this is to convey to you my sincere apologies for any inconvenience you may have experienced last month with respect to ____(Cause of Inconvenience). We continue to be committed in reaching your expectations. Once again , Let me convey my sincere apologies concerning this and also would see to it that this would not happen in future .
Sincerely,
_______(Your name and Your Digital Signature)
Appointment For Interview
Dear (recipient’s name),
Thank you for your application regarding the position of (job title) at (company). We are impressed with your qualifications and would like to meet with you to have a round of Discussion . Please come down to our office and take an interview any time between __ A.M to __ P.M . Should you have any queries ,please feel free to call me _____(Mob Num) and reach me at (your Email ID) .
We look forward to meet you soon at our Office.
Best Regards,
_______(Your name and Your Digital Signature
Hi All
Please extend your warmest welcome to (name). (name) will be heading up our (department) division and is excited to begin in this capacity. He comes to us with more than (number) years in…(Industry) . She would be reached at (Corporate Email ID). Request one and all to extend your warm look upon her .
Best Regards,
_______(Your name and Your Digital Signature
Extending Job Offer
Dear (recipient’s name),
We are delighted to have you be a part of (company). As discussed in your interview, we are offering you the position of (job title) your starting salary will be ___ per Year. The Break-up for the same will be provided on your Date of Joining Please acknowledge your Interest as a reply to this Email and Mention us your Date of Joining .
An Early response to the same is highly appreciated. Look forward to have a amiable Association with you .
Regards
_______(Your name and Your Digital Signature .
Birthday Congratulations
Dear (recipient’s name)
Wish you a Happy Birthday ! We hope that you have a great year and accomplish all the fabulous goals you have set. May the coming years be filled with happiness, peace, and love.Have a Great day ahead .
Sincerely,
_______(Your name and Your Digital Signature
HIKE Letter
Dear Employee,
We are glad to inform you that your CTC/salary is being revised to __________________. The break up of the same is as follows:
Basic:
Conveyance:
Flexi Benefit Plan:
PF Contrbution:
The other terms and conditions of the appointment remains the same.
Looking forward for a greater performance.
Regards,
_______(Your name and Your Digital Signature
HIKE Letter II
Dear Employee,
We take this opportunity to thank you for your contribution towards(Name of the company)_________________performance in (Year)_______. Your efforts towards helping the company achive its strategic goals are appreciated.
Your performance for the year _______ has __________ and has been evaluated as ___(Rating). Consequently, your annural compensation has been enhanced as shown below wef ________.
Components:
Fixed Cash Component(A)
Basic:
Flexible Benefit Pan(FBP)
Provident Fund(PF)
Cost to Company
VariableCash Component(B)
Performance Bonus
Retirals(C)
Gratuity
Other Allowances(D)
Total Yearly Compensation (A+B+C+D)
Benefits:
Group Term Life Insurance
Group Personal Accident Insurance
Group Mediclaim Insurance
We look forward to your continued contribution that would enable us to work together as a team and scale grater heights in the coming years.
We wish you all th best for your future endeavours and contributions to our organization.
PROMOTION LETTER
Dear Mr. /Ms,
We are very happy to inform you that you have been promoted as (designation)with effect from (due date). In accordance we hereby revise your Gross Salary as Rs /-.Other terms and Conditions remain the same as per the appointment letter.
Kindly sign and return the duplicate of this letter as a token of your acceptance of the above terms and conditions.
With best wishes,
_______(Your name and Your Digital Signature
ADRESS PROOF LETTER FOR EMPLOYEE
To Whomsoever it may concern
This is to confirm that Ch.Sudheer is working in (Company) as (Designation) . As per the company’s record, His services were effective since (Date of Joining) . Also would want to confirm the current address of (Name of the Employee) as “ put the Adress ” as per company’s Employee Records .
Sincerely
Human Resources
_______(Your name and Your Digital Signature
Warning,Enquiry,Appraisal format
I have Attached Warning,Enquiry,Appraisal format
MODEL PRO-FORM FOR GENERAL CHARGE-SHEET
To
………………………
………………………
It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged).
The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you.
Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.
Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed of without any further reference to you.
Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter.
The receipt of this letter should be acknowledged.
AHTOHRISED SIGNATORY
MODEL SHOW CAUSE NOTICE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
You have been absenting from duty without leave since………..and as such services are liable to be terminated according to the rules of the company.
You are, therefore, called upon to show cause why your services will not be terminated under Clause ……….of the State………Model Standing Orders Act OR Certified Standing Orders rules of the company / establishment for such continued / habitual absence.
AUTHIRISED SIGNATORY
MODEL SHOW CAUSE NOTICE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
It has been reported against you as under :
On…………at……………….you,…………..……………..(details of alleged misconduct) The act(s) alleged to have been committed by you amount to misconduct.
Accordingly, you are hereby called upon to submit your written explanation and show cause why disciplinary action should not be taken against you.
Your explanation must reach the undersigned within 48 hours. Should you fail to submit your explanation required, the matter will be disposed of without any further reference to you.
AUTHORISED SIGNATORY
SIMPLE WARNING LETTER
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
WARNING
Your explanation dated ………….. in reply to show cause notice dated………. Has been found to be unsatisfactory.
You are accordingly hereby warned.
You are further advised in your own interest to be cautious and not to repeat such an act in future.
AUTHORISED SIGNATORY
STERN WARNING LETTER
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
STERN WARNING
Your explanation dated …..in reply to show cause notice / letter of charge dated…….has been found to be unsatisfactory.
The gravity of misconduct committed by you is such that it warrants severe punishment. However, we are taking a lenient view this time and have decided to award you this stern warning.
Should you repeat any such thing in future or commit any other misconduct we will not hesitate to take strict disciplinary action against you.
AUTHORISED SIGNATORY
WARNING LETTER FOR HABITUAL IRREGULAT ATTENDANCE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
Your leave record shows that you are in the habit of absenting off and on and in spite of the fact that you have been verbally advised and are warned for improving your attendance you have not shown any improvement. You were again absent on ………. Without any authorization. You are being given another opportunity to correct yourself and in case you do not show any improvement we will have no alternative but to take a serious view of your action. On your above absence you are being strongly warned.
AUTHORISED SIGNATORY
WARNING LETTER FOR INSUBORDINATION
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
It has been reported that today at 09.00a.m when your supervisor asked you to do…………………you refused to carry out the instructions and shouted at him. In your explanation you have admitted your mistake. Although drastic action could have been taken against you for insubordination, but with a view to reform you, you are being given another opportunity and we hope you will be very careful in future in such matters. You are being warned.
AUTHORISED SIGNATORY
MODEL PRO-FORMA FOR GENERAL CHARGE-SHEET
To
Mr./ Ms……………………..
Emp.No…………………….
Designation………………..
It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged).
The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you.
Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.
Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed of without any further reference to you.
Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter.
The receipt of this letter should be acknowledged.
AHTOHRISED SIGNATORY
PRO-FORMA FOR NOTICE FOR SUSPENSION ORDER PENDING ENQUIRY:
To
Mr./ Ms……………………..
Emp.No…………………….
Designation………………..
Whereas the charges amounting to gross misconduct (s) and indiscipline againt you have been leveled in accordance with Company Service Rules / Standing Order No……as per charge-sheet dated………..sent to you.
Now, therefore, you are hereby placed under suspension with effect from………under clauses………..of the Factory / Company Rules / Standing Orders. Your suspension has been considered necessary in order to maintain proper discipline in the Factory / Company / Establishment and to conduct proper enquiry against you.
You will be entitled to receive subsistence / suspension allowance of Rs……. During the period of suspension.
AHTOHRISED SIGNATORY
PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE
To
Mr. / Ms…………………………..
……………………………………
Sir / Madam,
The Management has issued a charge-sheet to one of the employees calling for his explanation thereto. The explanation, has been found to be as unsatisfactory. The Management has decided to hold an enquiry by giving an opportunity to the delinquent employee to defend himself.
The Management has decided to appoint you as an Enquiry Officer and we need your formal approval which may kindly be conveyed at your earliest.
Please be assured that the Management will extend full co-operation in this context and Mr. / Ms……………. Has been appointed as its representative.
Thanking you,
Yours Sincerely,
For & on behalf of the Management
Authorised Signatory
CC: Mr./ Ms.—————————, you are appointed as Management’s Representative to co-ordinate with the Enquiry Officer.
Note: After the disciplinary authority decides to order an enquiry, it may hold the same itself or appoint an Enquiry Officer for that purpose in the absence of a provision to the contrary in the in the service or discipline rules concerned. The Enquiry Officer functions only as a delegate of the disciplinary authority, whose conclusions and recommendations may or may not find favour with the disciplinary authority.
The prerequisites of a person to be Enquiry Officer may thus be summarized as under.:
(a) The appointment of the Enquiry Officer should be made by an authority competent to take disciplinary action against the workman concerned.
(b) Before making the appointment of a person to act as Enquiry Officer, it must be seen that he is a person with open mind, a mind which is not biased against the workman concerned.
(c) A person to be Enquiry Officer must be a Responsible Officer or High Status commanding respect from the workman. He should not be a person of lower status and should not be judge in his own cause.
PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE FOR HOLDING ENQUIRY:
To
Mr./ Ms………………….
Emp.No…………………
Designation……………..
Ref: Your explanation dated ………………..in response to the charge-sheet dated………………
We are in receipt of your explanation dated…….in response to the charge-sheet dated……..After careful consideration of your explanation, which has been found unsatisfactory, it is considered desirable and necessary to conduct an enquiry into the charges leveled against you. You are hereby informed that the enquiry will be conducted by Sri……………….who has been entrusted with assignment to hold the enquiry.
You are, therefore, directed to attend and participate in the enquiry proceedings with all the necessary document, evidence and witness (es) that you may seek to rely upon in your defense. You are further intimated that if you fall to attend the enquiry proceedings without sufficient cause, the enquiry will be proceeded ex-parte without notice to you.
For & on behalf of the Management
Authorised Signatory
DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT
To
———————-
———————-
———————-
This has reference to the charge sheet dated __________ issued to you and the enquiry held thereafter. We have since received the report of the enquiry officer, wherein the charges leveled against you have been proved.
Before we consider the findings of the enquiry officer, you are hereby given an opportunity as to what you have to say o the findings. You are given a period of three days to submit your reply. In case we do not hear from you within the stipulated time period, necessary action will follow, without further reference to you.
Manager/ Competent Authority
NOTICE OF DISCHARGE TO AN EMPLOYEE
To
_______________
_______________
_______________
This has reference to the charge sheet dated_________ issued to you & enquiry held thereafter. We have duly considered the report of the enquiry officer and are satisfied that the charges as leveled against you have been proved against you in the enquiry.
In view of the serious nature of misconduct committed by you & fully proved against you, it has been decided to dispense with your services. However, on compassionate grounds considering extenuating and aggravating circumstances, the management, instead of dismissing you from services has decided to impose lesser punishment of discharge on you with immediate effect from____________
Your final payment of dues including wages for 1 month in lieu of notice will be made to you in the office on or before____________ during office hours on any working day after you hand over the charge.
Manager/ Competent Authority
ORDER OF DISMISSAL
To
_______________
_______________
_______________
We have received the enquiry report that was held on_______________ against you consequent to the charge sheet dated______________. After going through the proceedings of the enquiry, we find that the charges have been proved against you.
Since the charge (s) committed by you is/are of serous nature, the appropriate punishment is dismissal from service. You are therefore, hereby dismissed from service with effect from ____________ you can collect your dues, if any, and settle your account on any working day during the office hours from Accounts Department.
Manager/ Authorised person with designation
C.C : – The Accounts Deptt. for information if necessary action.
ORDER OF REDUCTION IN RANK
To
_______________
_______________
_______________
Your past conduct and service records reveal that you have no initiative or sense of responsibility. Frequently, you have stayed away from duty & neglected your work. Time & again you were warned/ reprimanded but there has been no improvement. We tried our best to motivate you to take interest in the work & to observe regularity & punctuality but of no avail. You have been as careless as ever & have refused to perform your duties seriously. Your carelessness has not caused the work to suffer but it is also likely to effect the discipline among other members of the staff.
Under circumstances we are of the concerned opinion that the post held by you entails greater responsibility that you can shoulder as you lack necessary initiative, which is required for the post. Therefore, we hereby give you 1-month notice to relieve you from the present post and instead assign you post of____________ with immediate effect from_______________. This post entails lesser responsibility & we feel that you will be able to perform your duty more satisfactorily in this capacity. However, you will be entitled to only those benefits and salary that the post caries.
We must also make it clear that if you fail to show marked improvement & continue to conduct yourself in the way you have been doing, we shall be constrained to dispense with your services after holding enquiry, if necessary.
Manager/Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF WITHOLDING ANNUAL INCREMENT/(S)
To
_______________
_______________
_______________
In continuance of the charge sheet dated_____________ issued to you & the Enquiry held into the charges, this is to inform you that we were satisfied that you are found guilty of the charges leveled against you and severe punishment including dismissal/discharge can be inflicted upon you.
However, on going through your past record & considering the nature of the misconduct by you the undersigned decide that this time a milder punishment will meet the ends of justice. Therefore, it has been decided to withhold your annual increment for___________year/years.
During the period for which your annual increment is being withheld the management will watch your performance and conduct and if found satisfactory the grant of increment/ increments to you will be reconsidered on the expiry of the said period.
Manager/ Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF IMPOSING FINE AS A PUNISHMENT
To
_______________
_______________
_______________
This is in continuance of the charge-sheeted dated__________ issued to you & the enquiry held in pursuance thereof. As a result of the enquiry, the management is satisfied that the charges leveled against you amply proved.
On the bases of the charges proved against you, dismissal from service would be rather appropriate in the ordinary course but in consideration that this for the first time that you have been found guilty of the charge, the management decides to afford you an opportunity to improve yourself & instead of awarding the extreme penalty, impose upon you a fine of Rs._________ as punishment.
Manager/ Competent Authority
Date: –
C.C: – The Accounts Dept
PROFORMA SUGGESTED FOR A CHARGE SHEET TO AN EMPLOYEE FOR HABITUAL ABSENTEEISM
TO
Following are the charges against you:
Perusal of your attendance record reveals that you are in habit of absenting yourself from your duties without any information and proper sanction of leave. Your absentee spells are on an increase and your absentee record for the preceding ________years are reproduced hereunder.
MONTH DATES NO. OF DAYS OF
UNAUTHORIZED
ABSENCE
________ __________ ________________
XXX XXX XXX
XXX XXX XXX
You have been verbally advised to improve you attendance record and not to indulge in unauthorized absence from duties. But despite these verbal advises/reprimands and assurance given by you, you have not shown any improvement in your attendance.
The above act of habitual absence on your part constituted major misconduct under certified standing orders of the company applicable to you and also affects the work of the company.
You are hereby required to submit your explanation, if any to this charge-sheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case.
For _________________________
(Authorized Signatory)
PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWN WORK
To,
It is reported against you as under:
- That on______(date) at about________(time) while on duty, you in combination with others, deliberately slowed down the work in a concerted manner and instigated Mr.B & C to adopt ‘go slow’ tactics. You further threatened Mr. D who did not want to follow the suit.
- That while you prior production was_____ per day, your production on ________ and thereafter has been deliberately brought down to______ which is much below the normal production of a worker of average efficiency.
- That the above acts/omissions on your part are highly objectionable being prejudicial to the interest of the company, which has to compete with other efficiently run enterprises.
- That despite repeated advice not to adopt to ‘go slow’ tactics, by your superior/superiors, you did not adhere to the actual norms of production, you have been maintaining earlier but instead, kept on idling away your time.
- As a result of your ‘Go Slow’ tactics and instigating others to slow down the work/production has considerably gone down, resulting into loss to the company.
- The above acts on your part constitute major misconduct under certified standing orders no.______ and no._____ of the company applicable to you.
You are hereby required to submit your explanation, if any to this charge-sheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case.
AUTHORISED SIGNATORY
Appreciation Letter
Dear (Name of the candidate),
I would like to take this opportunity to express my heartfelt thanks to you for your very active involvement _________(Reason) . The Chairman and Board Members have also asked me to pass on their sincere appreciation for your efforts in supporting us with the undertaking.
Again, thanks so much for your enthusiastic participation in our conference. I have no doubt that it would not have been the success that it was without your presence.
Best Regards,
_______(Your name and Your Digital Signature)
Rejection Letter
Dear (Name of the candidate)
I regret to inform you that your recent application for the Head of Security position at __(Name of the company) was unsuccessful.
Although you met all of the mandatory minimum qualifications for the position, the Interview Board chose a candidate with considerably more experience than you currently possess and also whose skill set Matches closely with the current profile we are looking at . I am here to convey thanks for your candidacy .
On behalf of ____(Company name) I thank you for your interest and effort, and I wish you all the best in your future career endeavors.
Sincerely,
_______(Your name and Your Digital Signature)
Apology Letter
Dear (Name of the candidate)
The purpose of this is to convey to you my sincere apologies for any inconvenience you may have experienced last month with respect to ____(Cause of Inconvenience). We continue to be committed in reaching your expectations. Once again , Let me convey my sincere apologies concerning this and also would see to it that this would not happen in future .
Sincerely,
_______(Your name and Your Digital Signature)
Appointment For Interview
Dear (recipient’s name),
Thank you for your application regarding the position of (job title) at (company). We are impressed with your qualifications and would like to meet with you to have a round of Discussion . Please come down to our office and take an interview any time between __ A.M to __ P.M . Should you have any queries ,please feel free to call me _____(Mob Num) and reach me at (your Email ID) .
We look forward to meet you soon at our Office.
Best Regards,
_______(Your name and Your Digital Signature
Hi All
Please extend your warmest welcome to (name). (name) will be heading up our (department) division and is excited to begin in this capacity. He comes to us with more than (number) years in…(Industry) . She would be reached at (Corporate Email ID). Request one and all to extend your warm look upon her .
Best Regards,
_______(Your name and Your Digital Signature
Extending Job Offer
Dear (recipient’s name),
We are delighted to have you be a part of (company). As discussed in your interview, we are offering you the position of (job title) your starting salary will be ___ per Year. The Break-up for the same will be provided on your Date of Joining Please acknowledge your Interest as a reply to this Email and Mention us your Date of Joining .
An Early response to the same is highly appreciated. Look forward to have a amiable Association with you .
Regards
_______(Your name and Your Digital Signature .
Birthday Congratulations
Dear (recipient’s name)
Wish you a Happy Birthday ! We hope that you have a great year and accomplish all the fabulous goals you have set. May the coming years be filled with happiness, peace, and love.Have a Great day ahead .
Sincerely,
_______(Your name and Your Digital Signature
HIKE Letter
Dear Employee,
We are glad to inform you that your CTC/salary is being revised to __________________. The break up of the same is as follows:
Basic:
Conveyance:
Flexi Benefit Plan:
PF Contrbution:
The other terms and conditions of the appointment remains the same.
Looking forward for a greater performance.
Regards,
_______(Your name and Your Digital Signature
HIKE Letter II
Dear Employee,
We take this opportunity to thank you for your contribution towards(Name of the company)_________________performance in (Year)_______. Your efforts towards helping the company achive its strategic goals are appreciated.
Your performance for the year _______ has __________ and has been evaluated as ___(Rating). Consequently, your annural compensation has been enhanced as shown below wef ________.
Components:
Fixed Cash Component(A)
Basic:
Flexible Benefit Pan(FBP)
Provident Fund(PF)
Cost to Company
VariableCash Component(B)
Performance Bonus
Retirals(C)
Gratuity
Other Allowances(D)
Total Yearly Compensation (A+B+C+D)
Benefits:
Group Term Life Insurance
Group Personal Accident Insurance
Group Mediclaim Insurance
We look forward to your continued contribution that would enable us to work together as a team and scale grater heights in the coming years.
We wish you all th best for your future endeavours and contributions to our organization.
PROMOTION LETTER
Dear Mr. /Ms,
We are very happy to inform you that you have been promoted as (designation)with effect from (due date). In accordance we hereby revise your Gross Salary as Rs /-.Other terms and Conditions remain the same as per the appointment letter.
Kindly sign and return the duplicate of this letter as a token of your acceptance of the above terms and conditions.
With best wishes,
_______(Your name and Your Digital Signature
ADRESS PROOF LETTER FOR EMPLOYEE
To Whomsoever it may concern
This is to confirm that Ch.Sudheer is working in (Company) as (Designation) . As per the company’s record, His services were effective since (Date of Joining) . Also would want to confirm the current address of (Name of the Employee) as “ put the Adress ” as per company’s Employee Records .
Sincerely
Human Resources
_______(Your name and Your Digital Signature
Click Here To Download Warning,Enquiry,Appraisal format
Categories: HR Tags: Appraisal format, Enquiry, Warning
HR Policies in New Companies
I have Attached HR Policies in New Companies
HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.
STAGE 1
Review the current practices/policies [ if any]
Audit all hr activities that are performed [ even the crude format]
HERE ARE THE CORE HR KRAs [ key result areas]
KRA 1 : Recruitment/Selection
KRA 2 : Workforce Planning and Diversity
KRA 3 : Performance Management
KRA 4 : Reward Management
KRA 5 : Workplace Management and Relations
KRA 6 : A Safe and Healthy Workplace
KRA 7 : Building Capabilities and Organisational Learning
KRA 8 : Effective HR Management Systems, Support and Monitoring
STAGE 2
- Understand the organization
- Understand the organization structure
- Understand the organization systems
- Understand the organization politics/influential people
- Understand the organization/individual roles
- Understand the organization/positions
- Understand the individual job descriptions
- Understand the job/ job specifications etc…
STAGE 3
- Discuss the values/beliefs with senior management/CEO and the need for HR department.
- Discuss the expectations from HR department -short/medium/long term.
- Discuss with CEO, the organization’s corporate objectives/strategies and how HR can contribute to the corporate objectives.
- Discuss / seek consensus on organization structure / management process.
- Discuss the current organization culture with senior management.
- Discuss with CEO/senior management the core activities/competences and business drivers of the organization.
TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK ON HR DEPT.
GET A COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY’S
- VISION
- MISSION
- CORPORATE OBJECTIVES
- CORPORATE STRATEGIES
etc…
HR dept. is a support unit and hence must work closely with other depts.
STAGE 4
Even though there is currently no HR department, there are a number of HR activities are being carried out now.
YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT / BY WHOM.
TO COLLECT AND CONSOLIDATE THESE, YOU NEED TO A QUICK HR AUDIT OF THE PRESENT SITUATION.
AFTER you gather all the informations and summarized, you should sit down with your boss [ CEO] and discuss and prioritize the items, as follows
- URGENT / IMPORTANT
- URGENT/ NOT IMPORTANT
- NOT URGENT/ IMPORTANT
- NOT URGENT / NOT IMPORTANT , BUT NEEDED DOWN THE LINE.
STAGE 5
Please REVIEW the HR MANUAL , as listed below.
Pick points out of it , as per your need, based on your discussion / audit results.
You may want to start up with
- HR department OBJECTIVES.
- HR DEPARTMENT STRATEGIES
- Draft on Recruitment / Selection Procedure /PROCESS
- Draft on organization / structure
- Draft on jobs’ analyses/ job descriptions/ job specifications/competences
- Draft on payroll / compensation / administration
- Appointment /confirmation / Termination / resignation /PROCEDURES/PROCESS
- Induction program
- Orientation program
- Employee communications
- Training & development of the employees
- Performance Appraisals / management
Once you have the preliminary draft ready, you can start with your EMPLOYEE HANDBOOK [LIST PROVIDED BELOW]
STAGE 6
REVIEW THE HRM PROCESSES, MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HRM PROCESSES
- HR AUDITING
- HR BUDGETING
- Strategic HRM Planning
- HR Strategies and Policies.
- HR and change management.
- Competency-based HR
- Knowledge management
JOB DEVELOPMENT
- Job analysis
- Job Role
- Job Description.
- Job specifications
- Job enrichment
- Job rotation
RECRUITMENT/SELECTION
- Recruitment
- Selection
- Induction
- Orientation
ORGANIZATIONAL BEHAVIOR PROGRAMS
- Employee engagement
- Motivation
- Organization culture
- Organization development
ORGANIZATION
- Org. designing
- Org. structuring
- Org. development
- Job / role structuring
HUMAN RESOURCING
- HR planning
- Manpower planning
- Succession planning
- Talent management
PERFORMANCE MANAGEMENT
- Performance appraisals
- Performance managing the processes.
HR DEVELOPMENT
- Org. learning
- Training
- Education
- Development
- Training evaluation
- E-learning
- Management development
- Career planning /development.
REWARD MANAGEMENT
- Job evaluation
- Managing reward process
- Administration of rewards
- Benefits
EMPLOYEE RELATIONS
- Organization communications
- Employee communications.
- Staff amenities
HEALTH AND SAFETY.
- OHS
HUMAN RESOURCE INFORMATION SYSTEM.
STAGE 7
REVIEW THE HRM SYSTEMS , MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HR SYSTEMS
- HR strategic planning system
- Human resource planning system
- Manpower planning system
- Job profiling system
- Recruitment &selection system
- Performance appraisal system
- Performance management system
- People development systems
- Career planning and development system
- Succession planning system
- Job enrichment system
- Compensation planning and packaging system
THIS is just a common list.
AFTER STAGE 1,2,3,4,5,6,7 MAKE A REPORT
- What is the current situation
- What kind of HR DEPARTMENT is required.
- What you think are your priorities
- What is your action plan
- What is time schedule.
MAKE A TEMPORARY HR DEPARTMENT
- ONE HR MANAGER [YOURSELF]
- ONE TRAINING MANAGER
- ONE SALARY ADMINISTRATION MANAGER
- ONE RECRUITMENT /SELECTION MANAGER
DISCUSS THIS WITH THE SENIOR MANAGEMENT, SEEK THEIR APPROVAL/ BLESSINGS /SUPPORT
- TO IMPLEMENT YOUR PLAN.
- To win confidence/trust, you need to show credibility/functional knowledge level.
- Initially, please do not rush with too many things. Take one thing at a time and do a thorough job. Everything must be done right at the first time.
PREPARING A HR MANUAL IS IMPORTANT. NOT ALL THAT IS LISTED HERE MAY BE NECESSARY AT FIRST.
DISCUSSING WITH SENIOR MANAGEMENT AND IDENTIFY THE PRIORITY ONES AND WORK ON THEM.
HR MANAGEMENT MANUAL
Human Resources Policies, Procedures and Forms
Table of Contents
ADMINISTRATION
ADM.101 Personnel Records Activities
1.0 Employee Information
2.0 HR Personnel Records
3.0 Contents of Personnel Files
4.0 Employee’s Personnel Records Review
5.0 Management Review of Personnel Files
6.0 Company Release Of Employee Information
7.0 Record Retention and Long-Term Storage
8.0 Record Destruction
Forms
Ex1 Personnel Records Access Log
Ex2 HR Records Retention Periods
ADM.102 Form Development Activities
1.0 Form Development and Format
2.0 Authorization and Printing
3.0 Form Numbering and Placement
4.0 Forms Index and Manual
Forms
Ex1 Form Printing Request
ADM.103 Document Control Activities
1.0 Document Distribution
2.0 Document Revision
3.0 Document
4.0 Temporary Changes
Forms
Ex1 Request For Document Change (RDC)
ADM. 104 Mail & Express Services Activities
1.0 General Mail Usage
2.0 Addressing Mail
3.0 Express Mail
4.0 Overnight Packages
5.0 Additional Information Resources
Forms
Ex1 Outgoing Mail Register
ADM. 105 Telephone Answering Activities
1.0 Answering Techniques and Etiquette
2.0 Answering and Directing Calls
3.0 Taking Messages
4.0 Telephone User’s Guide
Forms
Ex1 Important Message
ADM.106 Property & Access Control Activities
1.0 Background Checks
2.0 Physical Access Controls
3.0 Key Controls
4.0 Proprietary Information Controls
5.0 Collection Of Access Controls
6.0 Visitors & Guests
Forms
Ex1 Key Issue Policy
Ex2 Visitor Log
ADM.107 Separation Activities
1.0 Resignations
2.0 Involuntary Terminations And Layoffs
3.0 Terminations For Cause
4.0 Termination Meeting
5.0 Additional Information Resources
Forms
Ex1 Exit Interview Checklist
Ex2 Exit References Authorization
ADM.108 Workplace Rules & Guidelines Activities
1.0 Alcohol And Drugs
2.0 Breaks And Lunch Time
3.0 Company Property
4.0 Grievances And Complaints
5.0 Inclement Weather
6.0 Parking
7.0 Personal Telephone Calls
8.0 Smoking
9.0 Solicitations
10.0 Suggestions
11.0 Visitors
Forms
Ex1 Suggestion Form
ADM.109 Human Resources Reports Activities
1.0 Preparation Guidelines
2.0 Occupational Health & Safety Reports
3.0 Equal Opportunity Reports
4.0 Training Plan
5.0 Hiring Status Report
6.0 Compensation Summary
Forms
EX1 Human Resource Reporting Summary
EX2 HR Hiring Status Report
ADM.110 Dress Code Activities
1.0 Dress Code
1.1 Business Attire
1.2 Business Casual Attire
1.3 Casual Attire
1.4 Uniformed Attire
1.5 Safety Attire
1.6 Formal Attire
1.7 Inappropriate Attire
1.8 Business Situations
1.9 Recreation & Parties
2.0 Dinners & Receptions
3.0 Personal Hygiene
4.0 Disciplinary Action
HIRING PROCEDURES
HRG.101 Employee Hiring Activities
1.0 Needs Analysis
2.0 Personnel Requisition
3.0 Job Posting & Screening
4.0 Interviewing
5.0 Pre-Employment Screening & Testing
6.0 Background Investigation
7.0 Hiring And Employee Offers
8.0 Motor Vehicle And Equipment Operation
9.0 Applicant Files
10.0 Additional Information Resources
Forms
Ex1 Personnel Requisition
Ex2 Offer Letter
Ex3 Personnel Change Notice
Ex4 New Employee Hiring Checklist
Ex5 Employment Eligibility Verification .
Ex6 Employee’s Withholding Allowance Certificate.
HRG102 Job Descriptions Activities
1.0 Job Description Preparation
2.0 Format And Content
2.1 Job Title
2.2 Effective Date
2.3 Department
2.4 Summary Of Functions
2.5 Essential Duties And Responsibilities
2.6 Organizational Relationships
2.7 Qualifications
2.8 Physical Demands
2.9 Work Environment
3.0 Job Description Approval & Distribution
Forms
Ex1 Job Description Format
HRG103 Employment Applications Activities
1.0 Application For Employment
2.0 Application Information
2.1 Personal Information
2.2 Employment Interest
2.3 Education & Training
2.4 Employment History
2.5 Military Service Record
2.6 References
3.0 Compliance Information
Forms
Ex1 Employment Application
Ex2 Employment Application Supplement
HRG104 Interviewing Applicants Activities
1.0 Interviewing Objectives
2.0 Resume Examination
3.0 Telephone Interviews
4.0 E-Mail Interviews
5.0 In-Person Interviews
Forms
Ex1 Employment Interview Questions
Ex2 Interview Form
HRG105 Background Investigations Activities
1.0 Background And Hiring
2.0 Investigative Consumer Reporting
3.0 Employee Reference Checks
4.0 Motor Vehicle Record (MVR) Inquiry
Forms
Ex1 Employee Investigation Checklist
Ex2 Employee Background Authorization
Ex3 New References Authorization
Ex4 Reference Check Survey
Compensation Procedures
COM101 Payroll Activities
1.0 Payroll Records
2.0 Timesheets
3.0 Payroll Deductions
3.1 Worker’s Compensation Insurance
3.2 Social Security & Medicare
3.3 State Income Tax
3.4 Earnings Tax
3.5 Tax Withholding Payments
4.0 Payroll Adjustments
4.1 Advances
4.2 Garnishments
5.0 Paychecks
5.1 Direct Deposit
5.2 Lost Paychecks
5.3 Final Paychecks
6.0 Vacation Pay
7.0 Additional Information Resources
Forms
Ex1 Monthly Time Sheet
Ex2 Central Govt. Tax Calendar
Ex3 Electronic Funds Transfer Authorization
COM102 Paid & Unpaid Leave Activities
1.0 Paid Time Off
2.0 Unpaid Time Off
3.0 Absence Request And Notification
4.0 Holidays
5.0 Vacation Eligibility
5.1 Vacation Schedules
5.2 Vacation Over Holidays
6.0 Additional Information Resources
Forms
Ex1 Absence Request Form
COM103 Insurance Benefits Activities
1.0 Life Insurance
2.0 Long Term Disability Insurance
3.0 Social Security
4.0 Workers’ Compensation
5.0 Wage Continuation
6.0 Unemployment Compensation
7.0 Health Insurance
8.0 Additional Information Resources
COM104 Healthcare Benefits Activities
1.0 Cost And Premiums
2.0 Eligibility
3.0 Enrollment
4.0 Coverage
5.0 Filing A Claim
6.0 Termination And Conversion Of Coverage
7.0 Additional Information Resources
Forms
Ex1 Benefits Enrollment/Change Form
COM105 Employee Retirement Income Security Activities
1.0 Plan Administration
1.1 Investment Policy Statement
1.2 Fidelity Bond
1.3 Fiduciary Liability Insurance
1.4 Employer Matching
1.5 In-Service Loans And Withdrawals
2.0 Employee Participation
3.0 Notice Procedures
3.1 Initial Notice
3.2 Annual Notices
4.0 Additional Information Resources
COM106 Consolidated Budget Reconciliation Activities
1.0 Plan Administration
2.0 Qualifying Events
3.0 Notice Procedure
4.0 Benefits Protection
6.0 Enforcement
7.0 Additional Information Resources
Development Procedures
DEV101 Development Management Activities
1.0 Development Planning
2.0 Training Effectiveness
3.0 Training Records
4.0 Training Courses
5.0 Performance Evaluations
6.0 Additional Information Resources
Forms
Ex1 Training Plan
DEV102 Training Reimbursement Activities
1.0 Eligibility
2.0 Approved Programs
3.0 Reimbursement
Forms
Ex 1 Request For Training
DEV103 Computer User & Staff Training Activities
1.0 MIS Training And Certification
2.0 MIS/LAN User Training
3.0 E-Mail Training
4.0 Software Applications
DEV104 Internet & E-Mail Acceptable Use Activities
1.0 Acceptable Use
2.0 Inappropriate Use
3.0 Internet And E-Mail Etiquette
4.0 Security
5.0 User Compliance
6.0 Additional Information Resources
Forms
Ex1 Computer And Internet Usage Policy
DEV105 Performance Appraisals Activities
1.0 Performance Appraisal Guidelines
2.0 Appraisal Preparation
3.0 Appraisal Discussion
4.0 Salary Adjustments
5.0 Appraisal Conclusion
6.0 Additional Information Resources
Forms
Ex1 Self Appraisal Form
Ex2 Performance Appraisal Form
DEV106 Employee Discipline Activities
1.0 Introduction To Misconduct
2.0 Responses To Misconduct
2.1 Verbal Warning
2.2 Written Warning
2.3 Suspension
2.4 Termination
3.0 Serious Misconduct
4.0 Very Serious Misconduct
5.0 Inexcusable Misconduct
6.0 Misconduct Investigations
Forms
Ex1 Disciplinary Notice
Compliance Procedures
CMP101 Workplace Safety Activities
1.0 Worksite Analysis
2.0 Hazard Prevention And Control
2.1 Safe Work Procedures
2.2 Protective Equipment
2.3 Fire Prevention
3.0 Hazard Communication Program
4.0 Medical Emergencies
5.0 Workplace Safety Training
6.0 Reporting And Record Keeping
7.0 Additional Information Resources
Forms
Ex1 Safety Suggestion Sheet
Ex2 Workplace Safety Self-Inspection Checklist
Ex3 Workplace Safety Action Plan
Ex4 Workplace Safety Rules
Ex5 Index of Hazardous Chemicals
Doc Material Safety Data Sheet
Doc Injuries and Illness Log
Doc Summary of Injuries and Illness
Doc Injuries and Illness Incident Report
Doc Instructions for OSHA Forms
CMP102 People With Disabilities Activities
1.0 Background
2.0 Who Is Covered?
3.0 Employment Issues
4.0 Public Accommodations
5.0 Enforcement Of The Act
6.0 Additional Information Resources
CMP103 Annual And Medical Leave Activities
1.0 Reasons For Taking Leave
2.0 Advance Notice And Medical Certification
3.0 Job Benefits And Protection
4.0 Unlawful Acts
5.0 Enforcement
6.0 Employer Notices
7.0 Additional Information Resources
Forms
Ex 1 Certification Of Healthcare Provider
Ex 2 Employer Response To Employee Request
CMP104 Drug Free Workplace Activities
1.0 General
2.0 Prohibitions
3.0 Authorized Use Of Prescription Medicine
4.0 Drug Awareness Program
5.0 Disciplinary Actions
6.0 Additional Information Resources
CMP105 Health Insurance Portability And Accountability Activities
1.0 Management
1.1 Privacy Standards
2.0 Medical Records Maintenance
3.0 Medical Records Access
4.0 Additional Information Resources
Forms
Ex1 HIPAA Authorization Form
CMP106 Harassment & Discrimination Activities
1.0 Unacceptable Behavior
2.0 Complaint
3.0 Corrective Measures
4.0 Enforcement
5.0 Additional Information Resources
Job Descriptions Tab
WRITING JOB DESCRIPTIONS
- INTRODUCTION
- PURPOSE
- SCOPE
WRITTEN COMMUNICATION
Non-discriminatory language
Active voice
Action verbs Plain English
FORMAT AND CONTENT
Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility
Employee Handbook
SECTION 1 INTRODUCTION
1.0 The Company Philosophy
1.1 The Company Mission
1.2 Equal Employment Opportunity Policy and Affirmative Action Plan
1.3 Employment-At-Will
1.4 Sexual Harassment
1.5 Safety
1.5.1 Safety Rules
1.5.2 Hazardous Wastes
1.5.3 Reporting Injuries and Accidents
1.6 Drug Free Workplace
1.6.1 Prohibitions
1.6.2 Drug Awareness Program
1.6.3 Disciplinary Actions
SECTION 2 EMPLOYMENT
2.0 Personnel Administration
2.1 HR Personnel Records
2.1.1 Contents of Personnel Files
2.1.2 Employee Information
2.1.3 Employee’s Request for Review of Personnel Records
2.1.4 Management Review of Personnel Files
2.2 Service
2.2.1 Employee Categories
2.2.2 Job Posting Procedures
2.2.3 Employment of Relatives
2.2.4 Employment of Minors
2.2.5 Promotions
2.2.6 Transfer of Employees
2.2.7 Separation of Employment
2.2.8 Work force Reductions
2.2.9 Probationary Period
2.2.10 Extra Income
2.3 Process Improvement
2.3.1 Employee-Management Forums
2.3.2 Employee Suggestion Program
SECTION 3 COMPENSATION & BENEFITS
3.0 Benefit Eligibility
3.1 Payroll Information
3.1.1 Time Records
3.1.2 Pay Periods
3.1.3 Salary Compensation for Partial Pay Period
3.1.4 Pay Rate Schedule – Hourly Paid Employees
3.1.5 Payroll Deductions
3.1.6 Overtime
3.1.7 Payroll Errors
3.1.8 Garnishment of Employee Wages
3.1.9 Authorized Check Pickup
3.1.10 Pay at Time of Separation
3.2 Attendance & Leave
3.2.1 Medical Leave Policy
3.2.2 Sick Leave Credit Limit
3.2.3 Sick Leave Policy – Usage
3.2.4 Medical, Dental and Optical Appointments
3.2.5 Exhaustion of Accumulated Sick Leave
3.2.6 Pallbearer, Funeral, Emergency Leave
3.2.7 Civic Leave or Jury Duty
3.2.8 Voting
3.2.9 Military Leave
3.2.10 Maternity Leave
3.2.11 Parental Leave
3.2.12 Leave of Absence
3.3 Insurance
3.3.1 Hospitalization and Medical Insurance
3.3.2 Continuation of Group Health Insurance
3.3.3 Life Insurance
3.3.4 Long Term Disability Insurance
3.3.5 Social Security
3.3.6 Workers’ Compensation
3.3.7 Unemployment Compensation
3.4 Savings Plan
3.5 Break Room
3.6 Employee Discounts
3.7 Educational Assistance
SECTION 4 EMPLOYEE RESPONSIBILITIES
4.1 Work Schedules
4.1.1 Working Hours
4.1.2 Salary Employees
4.1.3 Hourly Employees
4.1.4 Clean Work-Place
4.2 Legal & Ethical Conduct
4.2.1 Ethical Standards
4.2.2 Conflicts of Interest
4.2.3 Personal Conduct
4.2.4 Confidentiality
4.2.5 Bribes, Kickbacks and Illegal Payments
4.2.6 Patents and Copyrights
4.3 Misconduct
4.3.1 Serious Misconduct
4.3.2 Very Serious Misconduct
4.3.3 Inexcusable Misconduct
4.3.3 Misconduct Investigations
4.4 Transportation & Travel
4.4.1 Company Owned Vehicles
4.4.2 Personal Vehicles
4.4.3 Living Expense Allowance
4.4.4 Other Travel Expenses
4.4.5 Expense Records
4.4.6 Travel Advances
4.4.7 Expense Reimbursement – Third Party
4.4.8 Expense Policies – Violations
4.4.9 Company Credit Cards
4.5 Appearance & Belongings
4.5.1 Personal Appearance
4.5.2 Business Attire
4.5.3 Casual Attire
4.5.4 Inappropriate Attire
4.5.5 Personal Belongings
4.5.6 Alcohol and Drugs
4.5.7 Medication
4.5.8 Smoking Policy
4.6 Equipment & Facilities
4.6.1 Parking
4.6.2 Telephone Use
4.6.3 Motor Vehicle and Workplace Equipment Operation
4.6.4 Safety Equipment
4.6.5 Company Tools
4.6.6 Waste Prevention
4.6.7 Solicitation and/or Distribution
4.6.8 Security
4.6.9 Bulletin Board
EMPLOYEE HANDBOOK FORMS
a) Acknowledgement Of Receipt And Understanding
b) Statement Of Legal And Ethical Business Conduct
c) Drug-Free Workplace Policy Employee Acknowledgement
d) Job Related Accident
HR MANUAL
- HR MANUAL is the total guidelines for the managers in the organization on the subject of HUMAN RESOURCE.
- The real work of managing people [human resource] is the responsibility of the line managers. The HR department acts as a coordinator / advisory body to the line managers, in addition to, its own administrative work.
- Employee handbook is a major element of the HR manual. It is part of the HR MANUAL.
- The copy of HR MANUAL [ including the employee handbook] is given to the managers only.
- The copy of the EMPLOYEE handbook is given to the employees.
- The TOTAL HR MANUAL development is a never ending assignment. It needs updating every six months.
- At the initial stage, it could take up to six months at least to complete the manual/ handbook for a full time person, even if you employ an outside expert.
Once you have formed the HR manual list, you should sit with your boss
- Analyse the list
- Set the priority [ 1st. lot, 2nd. lot, 3rd. lot etc ]
- Discuss the need for HO material, to uniform the approach
- Discuss the need for local expert
- Etc…
Your priorities could be
- Personnel records
- Various forms required
- Access control
- Workplace rules
- Employee hiring
- Job descriptions
- Employment applications
- Interviewing applicants
- Payroll administration
- Training [ induction / orientation/development]
- Employee handbook
You/Your senior management should agree to the priority list.
NOW YOU ARE READY FOR THE HARD WORK
GUIDELINES TO SET UP HR DEPARTMENT
HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.
STAGE 1
Review the current practices / policies [if any].
Audit all HR activities that are performed [even the crude format].
HERE ARE THE CORE HR KRAs [ Key Result Areas]
KRA 1 : Recruitment / Selection.
KRA 2 : Workforce Planning and Diversity.
KRA 3 : Performance Management.
KRA 4 : Reward Management.
KRA 5 : Workplace Management and Relations.
KRA 6 : A Safe and Healthy Workplace.
KRA 7 : Building Capabilities and Organizational Learning.
KRA 8 : Effective HR Management Systems, Support and Monitoring.
STAGE 2
- Understand the organization.
- Understand the organization structure.
- Understand the organization systems.
- Understand the organization politics/influential people.
- Understand the organization / individual roles.
- Understand the organization / positions.
- Understand the individual job descriptions.
- Understand the job / job specifications etc…
STAGE 3
- Discuss the values / beliefs with senior management / CEO and the need for HR department.
- Discuss the expectations from HR department – short / medium / long term.
- Discuss with CEO, the organization’s corporate objectives / strategies and how HR can contribute to the corporate objectives.
- Discuss / seek consensus on organization structure / management process.
- Discuss the current organization culture with senior management.
- Discuss with CEO / senior management the core activities / competences and business drivers of the organization.
TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK ON HR DEPT.
GET A COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY’S
- VISION
- MISSION
- CORPORATE OBJECTIVES
- CORPORATE STRATEGIES
etc…
HR dept. is a support unit and hence must work closely with other depts.
STAGE 4
Even though there is currently no HR department, there are a number of HR activities are being carried out now.
YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT / BY WHOM.
TO COLLECT AND CONSOLIDATE THESE, YOU NEED TO A QUICK HR AUDIT OF THE PRESENT SITUATION.
AFTER you gather all the information and summarized, you should sit down with your boss [CEO] and discuss and prioritize the items, as follows:
- URGENT / IMPORTANT
- URGENT/ NOT IMPORTANT
- NOT URGENT/ IMPORTANT
- NOT URGENT / NOT IMPORTANT, BUT NEEDED DOWN THE LINE.
STAGE 5
Please REVIEW the HR MANUAL, as listed below.
Pick points out of it , as per your need, based on your discussion / audit results.
You may want to start up with
- HR DEPARTMENT OBJECTIVES.
- HR DEPARTMENT STRATEGIES.
- Draft on Recruitment / Selection Procedure / PROCESS.
- Draft on organization structure.
- Draft on job analysis / job descriptions / job specifications / competencies.
- Draft on payroll / compensation / administration.
- Appointment /Confirmation / Termination / Resignation / PROCEDURES / PROCESS.
- Induction program
- Orientation program
- Employee communications
- Training & development of the employees
- Performance Appraisals / management
Once you have the preliminary draft ready, you can start with your EMPLOYEE HANDBOOK [LIST PROVIDED BELOW]
STAGE 6
REVIEW THE HRM PROCESSES, MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HRM PROCESSES
- HR AUDITING
- HR BUDGETING
- Strategic HRM Planning
- HR Strategies and Policies.
- HR and change management.
- Competency-based HR
- Knowledge management
JOB DEVELOPMENT
- Job analysis
- Job Role
- Job Description.
- Job specifications
- Job enrichment
- Job rotation
RECRUITMENT/SELECTION
- Recruitment
- Selection
- Induction
- Orientation
ORGANIZATIONAL BEHAVIOR PROGRAMS
- Employee engagement
- Motivation
- Organization culture
- Organization development
ORGANIZATION
- Org. designing
- Org. structuring
- Org. development
- Job / role structuring
HUMAN RESOURCING
- HR planning
- Manpower planning
- Succession planning
- Talent management
PERFORMANCE MANAGEMENT
- Performance appraisals
- Performance managing the processes.
HR DEVELOPMENT
- Org. learning
- Training
- Education
- Development
- Training evaluation
- E-learning
- Management development
- Career planning /development.
REWARD MANAGEMENT
- Job evaluation
- Managing reward process
- Administration of rewards
- Benefits
EMPLOYEE RELATIONS
- Organization communications
- Employee communications.
- Staff amenities
HEALTH AND SAFETY.
- OHS
HUMAN RESOURCE INFORMATION SYSTEM.
STAGE 7
REVIEW THE HRM SYSTEMS , MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HR SYSTEMS
- HR strategic planning system
- Human resource planning system
- Manpower planning system
- Job profiling system
- Recruitment &selection system
- Performance appraisal system
- Performance management system
- People development systems
- Career planning and development system
- Succession planning system
- Job enrichment system
- Compensation planning and packaging system
THIS is just a common list.
AFTER STAGE 1,2,3,4,5,6,7 MAKE A REPORT
- What is the current situation
- What kind of HR DEPARTMENT is required.
- What you think are your priorities
- What is your action plan
- What is time schedule.
MAKE A TEMPORARY HR DEPARTMENT
- ONE HR MANAGER [YOURSELF]
- ONE TRAINING MANAGER
- ONE SALARY ADMINISTRATION MANAGER
- ONE RECRUITMENT /SELECTION MANAGER
DISCUSS THIS WITH THE SENIOR MANAGEMENT, SEEK THEIR APPROVAL/ BLESSINGS /SUPPORT
- TO IMPLEMENT YOUR PLAN.
- To win confidence/trust, you need to show credibility/functional knowledge level.
- Initially, please do not rush with too many things. Take one thing at a time and do a thorough job. Everything must be done right at the first time.
PREPARING A HR MANUAL IS IMPORTANT. NOT ALL THAT IS LISTED HERE MAY BE NECESSARY AT FIRST.
DISCUSSING WITH SENIOR MANAGEMENT AND IDENTIFY THE PRIORITY ONES AND WORK ON THEM.
HR MANAGEMENT MANUAL
Human Resources Policies, Procedures and Forms
Table of Contents
ADMINISTRATION
ADM.101 Personnel Records Activities
1.0 Employee Information
2.0 HR Personnel Records
3.0 Contents of Personnel Files
4.0 Employee’s Personnel Records Review
5.0 Management Review of Personnel Files
6.0 Company Release Of Employee Information
7.0 Record Retention and Long-Term Storage
8.0 Record Destruction
Forms
Ex1 Personnel Records Access Log
Ex2 HR Records Retention Periods
ADM.102 Form Development Activities
1.0 Form Development and Format
2.0 Authorization and Printing
3.0 Form Numbering and Placement
4.0 Forms Index and Manual
Forms
Ex1 Form Printing Request
ADM.103 Document Control Activities
1.0 Document Distribution
2.0 Document Revision
3.0 Document
4.0 Temporary Changes
Forms
Ex1 Request For Document Change (RDC)
ADM. 104 Mail & Express Services Activities
1.0 General Mail Usage
2.0 Addressing Mail
3.0 Express Mail
4.0 Overnight Packages
5.0 Additional Information Resources
Forms
Ex1 Outgoing Mail Register
ADM. 105 Telephone Answering Activities
1.0 Answering Techniques and Etiquette
2.0 Answering and Directing Calls
3.0 Taking Messages
4.0 Telephone User’s Guide
Forms
Ex1 Important Message
ADM.106 Property & Access Control Activities
1.0 Background Checks
2.0 Physical Access Controls
3.0 Key Controls
4.0 Proprietary Information Controls
5.0 Collection Of Access Controls
6.0 Visitors & Guests
Forms
Ex1 Key Issue Policy
Ex2 Visitor Log
ADM.107 Separation Activities
1.0 Resignations
2.0 Involuntary Terminations And Layoffs
3.0 Terminations For Cause
4.0 Termination Meeting
5.0 Additional Information Resources
Forms
Ex1 Exit Interview Checklist
Ex2 Exit References Authorization
ADM.108 Workplace Rules & Guidelines Activities
1.0 Alcohol And Drugs
2.0 Breaks And Lunch Time
3.0 Company Property
4.0 Grievances And Complaints
5.0 Inclement Weather
6.0 Parking
7.0 Personal Telephone Calls
8.0 Smoking
9.0 Solicitations
10.0 Suggestions
11.0 Visitors
Forms
Ex1 Suggestion Form
ADM.109 Human Resources Reports Activities
1.0 Preparation Guidelines
2.0 Occupational Health & Safety Reports
3.0 Equal Opportunity Reports
4.0 Training Plan
5.0 Hiring Status Report
6.0 Compensation Summary
Forms
EX1 Human Resource Reporting Summary
EX2 HR Hiring Status Report
ADM.110 Dress Code Activities
1.0 Dress Code
1.1 Business Attire
1.2 Business Casual Attire
1.3 Casual Attire
1.4 Uniformed Attire
1.5 Safety Attire
1.6 Formal Attire
1.7 Inappropriate Attire
1.8 Business Situations
1.9 Recreation & Parties
2.0 Dinners & Receptions
3.0 Personal Hygiene
4.0 Disciplinary Action
HIRING PROCEDURES
HRG.101 Employee Hiring Activities
1.0 Needs Analysis
2.0 Personnel Requisition
3.0 Job Posting & Screening
4.0 Interviewing
5.0 Pre-Employment Screening & Testing
6.0 Background Investigation
7.0 Hiring And Employee Offers
8.0 Motor Vehicle And Equipment Operation
9.0 Applicant Files
10.0 Additional Information Resources
Forms
Ex1 Personnel Requisition
Ex2 Offer Letter
Ex3 Personnel Change Notice
Ex4 New Employee Hiring Checklist
Ex5 Employment Eligibility Verification .
Ex6 Employee’s Withholding Allowance Certificate.
HRG102 Job Descriptions Activities
1.0 Job Description Preparation
2.0 Format And Content
2.1 Job Title
2.2 Effective Date
2.3 Department
2.4 Summary Of Functions
2.5 Essential Duties And Responsibilities
2.6 Organizational Relationships
2.7 Qualifications
2.8 Physical Demands
2.9 Work Environment
3.0 Job Description Approval & Distribution
Forms
Ex1 Job Description Format
HRG103 Employment Applications Activities
1.0 Application For Employment
2.0 Application Information
2.1 Personal Information
2.2 Employment Interest
2.3 Education & Training
2.4 Employment History
2.5 Military Service Record
2.6 References
3.0 Compliance Information
Forms
Ex1 Employment Application
Ex2 Employment Application Supplement
HRG104 Interviewing Applicants Activities
1.0 Interviewing Objectives
2.0 Resume Examination
3.0 Telephone Interviews
4.0 E-Mail Interviews
5.0 In-Person Interviews
Forms
Ex1 Employment Interview Questions
Ex2 Interview Form
HRG105 Background Investigations Activities
1.0 Background And Hiring
2.0 Investigative Consumer Reporting
3.0 Employee Reference Checks
4.0 Motor Vehicle Record (MVR) Inquiry
Forms
Ex1 Employee Investigation Checklist
Ex2 Employee Background Authorization
Ex3 New References Authorization
Ex4 Reference Check Survey
Compensation Procedures
COM101 Payroll Activities
1.0 Payroll Records
2.0 Timesheets
3.0 Payroll Deductions
3.1 Worker’s Compensation Insurance
3.2 Social Security & Medicare
3.3 State Income Tax
3.4 Earnings Tax
3.5 Tax Withholding Payments
4.0 Payroll Adjustments
4.1 Advances
4.2 Garnishments
5.0 Paychecks
5.1 Direct Deposit
5.2 Lost Paychecks
5.3 Final Paychecks
6.0 Vacation Pay
7.0 Additional Information Resources
Forms
Ex1 Monthly Time Sheet
Ex2 Central Govt. Tax Calendar
Ex3 Electronic Funds Transfer Authorization
COM102 Paid & Unpaid Leave Activities
1.0 Paid Time Off
2.0 Unpaid Time Off
3.0 Absence Request And Notification
4.0 Holidays
5.0 Vacation Eligibility
5.1 Vacation Schedules
5.2 Vacation Over Holidays
6.0 Additional Information Resources
Forms
Ex1 Absence Request Form
COM103 Insurance Benefits Activities
1.0 Life Insurance
2.0 Long Term Disability Insurance
3.0 Social Security
4.0 Workers’ Compensation
5.0 Wage Continuation
6.0 Unemployment Compensation
7.0 Health Insurance
8.0 Additional Information Resources
COM104 Healthcare Benefits Activities
1.0 Cost And Premiums
2.0 Eligibility
3.0 Enrollment
4.0 Coverage
5.0 Filing A Claim
6.0 Termination And Conversion Of Coverage
7.0 Additional Information Resources
Forms
Ex1 Benefits Enrollment/Change Form
COM105 Employee Retirement Income Security Activities
1.0 Plan Administration
1.1 Investment Policy Statement
1.2 Fidelity Bond
1.3 Fiduciary Liability Insurance
1.4 Employer Matching
1.5 In-Service Loans And Withdrawals
2.0 Employee Participation
3.0 Notice Procedures
3.1 Initial Notice
3.2 Annual Notices
4.0 Additional Information Resources
COM106 Consolidated Budget Reconciliation Activities
1.0 Plan Administration
2.0 Qualifying Events
3.0 Notice Procedure
4.0 Benefits Protection
6.0 Enforcement
7.0 Additional Information Resources
Development Procedures
DEV101 Development Management Activities
1.0 Development Planning
2.0 Training Effectiveness
3.0 Training Records
4.0 Training Courses
5.0 Performance Evaluations
6.0 Additional Information Resources
Forms
Ex1 Training Plan
DEV102 Training Reimbursement Activities
1.0 Eligibility
2.0 Approved Programs
3.0 Reimbursement
Forms
Ex 1 Request For Training
DEV103 Computer User & Staff Training Activities
1.0 MIS Training And Certification
2.0 MIS/LAN User Training
3.0 E-Mail Training
4.0 Software Applications
DEV104 Internet & E-Mail Acceptable Use Activities
1.0 Acceptable Use
2.0 Inappropriate Use
3.0 Internet And E-Mail Etiquette
4.0 Security
5.0 User Compliance
6.0 Additional Information Resources
Forms
Ex1 Computer And Internet Usage Policy
DEV105 Performance Appraisals Activities
1.0 Performance Appraisal Guidelines
2.0 Appraisal Preparation
3.0 Appraisal Discussion
4.0 Salary Adjustments
5.0 Appraisal Conclusion
6.0 Additional Information Resources
Forms
Ex1 Self Appraisal Form
Ex2 Performance Appraisal Form
DEV106 Employee Discipline Activities
1.0 Introduction To Misconduct
2.0 Responses To Misconduct
2.1 Verbal Warning
2.2 Written Warning
2.3 Suspension
2.4 Termination
3.0 Serious Misconduct
4.0 Very Serious Misconduct
5.0 Inexcusable Misconduct
6.0 Misconduct Investigations
Forms
Ex1 Disciplinary Notice
Compliance Procedures
CMP101 Workplace Safety Activities
1.0 Worksite Analysis
2.0 Hazard Prevention And Control
2.1 Safe Work Procedures
2.2 Protective Equipment
2.3 Fire Prevention
3.0 Hazard Communication Program
4.0 Medical Emergencies
5.0 Workplace Safety Training
6.0 Reporting And Record Keeping
7.0 Additional Information Resources
Forms
Ex1 Safety Suggestion Sheet
Ex2 Workplace Safety Self-Inspection Checklist
Ex3 Workplace Safety Action Plan
Ex4 Workplace Safety Rules
Ex5 Index of Hazardous Chemicals
Doc Material Safety Data Sheet
Doc Injuries and Illness Log
Doc Summary of Injuries and Illness
Doc Injuries and Illness Incident Report
Doc Instructions for OSHA Forms
CMP102 People With Disabilities Activities
1.0 Background
2.0 Who Is Covered?
3.0 Employment Issues
4.0 Public Accommodations
5.0 Enforcement Of The Act
6.0 Additional Information Resources
CMP103 Annual And Medical Leave Activities
1.0 Reasons For Taking Leave
2.0 Advance Notice And Medical Certification
3.0 Job Benefits And Protection
4.0 Unlawful Acts
5.0 Enforcement
6.0 Employer Notices
7.0 Additional Information Resources
Forms
Ex 1 Certification Of Healthcare Provider
Ex 2 Employer Response To Employee Request
CMP104 Drug Free Workplace Activities
1.0 General
2.0 Prohibitions
3.0 Authorized Use Of Prescription Medicine
4.0 Drug Awareness Program
5.0 Disciplinary Actions
6.0 Additional Information Resources
CMP105 Health Insurance Portability And Accountability Activities
1.0 Management
1.1 Privacy Standards
2.0 Medical Records Maintenance
3.0 Medical Records Access
4.0 Additional Information Resources
Forms
Ex1 HIPAA Authorization Form
CMP106 Harassment & Discrimination Activities
1.0 Unacceptable Behavior
2.0 Complaint
3.0 Corrective Measures
4.0 Enforcement
5.0 Additional Information Resources
Job Descriptions Tab
WRITING JOB DESCRIPTIONS
- INTRODUCTION
- PURPOSE
- SCOPE
WRITTEN COMMUNICATION
Non-discriminatory language
Active voice
Action verbs Plain English
FORMAT AND CONTENT
Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility
Employee Handbook
SECTION 1 INTRODUCTION
1.0 The Company Philosophy
1.1 The Company Mission
1.2 Equal Employment Opportunity Policy and Affirmative Action Plan
1.3 Employment-At-Will
1.4 Sexual Harassment
1.5 Safety
1.5.1 Safety Rules
1.5.2 Hazardous Wastes
1.5.3 Reporting Injuries and Accidents
1.6 Drug Free Workplace
1.6.1 Prohibitions
1.6.2 Drug Awareness Program
1.6.3 Disciplinary Actions
SECTION 2 EMPLOYMENT
2.0 Personnel Administration
2.1 HR Personnel Records
2.1.1 Contents of Personnel Files
2.1.2 Employee Information
2.1.3 Employee’s Request for Review of Personnel Records
2.1.4 Management Review of Personnel Files
2.2 Service
2.2.1 Employee Categories
2.2.2 Job Posting Procedures
2.2.3 Employment of Relatives
2.2.4 Employment of Minors
2.2.5 Promotions
2.2.6 Transfer of Employees
2.2.7 Separation of Employment
2.2.8 Work force Reductions
2.2.9 Probationary Period
2.2.10 Extra Income
2.3 Process Improvement
2.3.1 Employee-Management Forums
2.3.2 Employee Suggestion Program
SECTION 3 COMPENSATION & BENEFITS
3.0 Benefit Eligibility
3.1 Payroll Information
3.1.1 Time Records
3.1.2 Pay Periods
3.1.3 Salary Compensation for Partial Pay Period
3.1.4 Pay Rate Schedule – Hourly Paid Employees
3.1.5 Payroll Deductions
3.1.6 Overtime
3.1.7 Payroll Errors
3.1.8 Garnishment of Employee Wages
3.1.9 Authorized Check Pickup
3.1.10 Pay at Time of Separation
3.2 Attendance & Leave
3.2.1 Medical Leave Policy
3.2.2 Sick Leave Credit Limit
3.2.3 Sick Leave Policy – Usage
3.2.4 Medical, Dental and Optical Appointments
3.2.5 Exhaustion of Accumulated Sick Leave
3.2.6 Pallbearer, Funeral, Emergency Leave
3.2.7 Civic Leave or Jury Duty
3.2.8 Voting
3.2.9 Military Leave
3.2.10 Maternity Leave
3.2.11 Parental Leave
3.2.12 Leave of Absence
3.3 Insurance
3.3.1 Hospitalization and Medical Insurance
3.3.2 Continuation of Group Health Insurance
3.3.3 Life Insurance
3.3.4 Long Term Disability Insurance
3.3.5 Social Security
3.3.6 Workers’ Compensation
3.3.7 Unemployment Compensation
3.4 Savings Plan
3.5 Break Room
3.6 Employee Discounts
3.7 Educational Assistance
SECTION 4 EMPLOYEE RESPONSIBILITIES
4.1 Work Schedules
4.1.1 Working Hours
4.1.2 Salary Employees
4.1.3 Hourly Employees
4.1.4 Clean Work-Place
4.2 Legal & Ethical Conduct
4.2.1 Ethical Standards
4.2.2 Conflicts of Interest
4.2.3 Personal Conduct
4.2.4 Confidentiality
4.2.5 Bribes, Kickbacks and Illegal Payments
4.2.6 Patents and Copyrights
4.3 Misconduct
4.3.1 Serious Misconduct
4.3.2 Very Serious Misconduct
4.3.3 Inexcusable Misconduct
4.3.3 Misconduct Investigations
4.4 Transportation & Travel
4.4.1 Company Owned Vehicles
4.4.2 Personal Vehicles
4.4.3 Living Expense Allowance
4.4.4 Other Travel Expenses
4.4.5 Expense Records
4.4.6 Travel Advances
4.4.7 Expense Reimbursement – Third Party
4.4.8 Expense Policies – Violations
4.4.9 Company Credit Cards
4.5 Appearance & Belongings
4.5.1 Personal Appearance
4.5.2 Business Attire
4.5.3 Casual Attire
4.5.4 Inappropriate Attire
4.5.5 Personal Belongings
4.5.6 Alcohol and Drugs
4.5.7 Medication
4.5.8 Smoking Policy
4.6 Equipment & Facilities
4.6.1 Parking
4.6.2 Telephone Use
4.6.3 Motor Vehicle and Workplace Equipment Operation
4.6.4 Safety Equipment
4.6.5 Company Tools
4.6.6 Waste Prevention
4.6.7 Solicitation and/or Distribution
4.6.8 Security
4.6.9 Bulletin Board
EMPLOYEE HANDBOOK FORMS
a) Acknowledgement Of Receipt And Understanding
b) Statement Of Legal And Ethical Business Conduct
c) Drug-Free Workplace Policy Employee Acknowledgement
d) Job Related Accident
HR MANUAL
- HR MANUAL is the total guidelines for the managers in the organization on the subject of HUMAN RESOURCE.
- The real work of managing people [human resource] is the responsibility of the line managers. The HR department acts as a coordinator / advisory body to the line managers, in addition to, its own administrative work.
- Employee handbook is a major element of the HR manual. It is part of the HR MANUAL.
- The copy of HR MANUAL [ including the employee handbook] is given to the managers only.
- The copy of the EMPLOYEE handbook is given to the employees.
- The TOTAL HR MANUAL development is a never ending assignment. It needs updating every six months.
- At the initial stage, it could take up to six months at least to complete the manual/ handbook for a full time person, even if you employ an outside expert.
Once you have formed the HR manual list, you should sit with your boss
- Analyse the list
- Set the priority [ 1st. lot, 2nd. lot, 3rd. lot etc ]
- Discuss the need for HO material, to uniform the approach
- Discuss the need for local expert
- Etc…
Your priorities could be
- Personnel records
- Various forms required
- Access control
- Workplace rules
- Employee hiring
- Job descriptions
- Employment applications
- Interviewing applicants
- Payroll administration
- Training [ induction / orientation/development]
- Employee handbook
You/Your senior management should agree to the priority list.
NOW YOU ARE READY FOR THE HARD WORK