Warning Letter Format

Warning Letter for Usage of Mobile Phone on Workplace/Office

Many companies follow the policy of mobile phones not allowed in office as it is a serious distraction. If your company also prohibits use of mobile phones in office then it is important to send warning letter to employees who don’t follow the rules. The purpose of warning letter for cell phone use at work is to communicate to the employee that any further negligence in this regard can attract serious charges. A warning letter for not using mobile phone in office is a formal way of communicating the warning to the defaulter. With a warning letter format, you can highlight all the ways in which the employee has broken rules in relation with using phone at work.

Shared below is a Warning Letter for Usage of Mobile Phone on Workplace. You can use the warning letter sample which can be customized as per your need.

Sample Warning Letter for Usage Of Mobile Phone On Workplace or Office

From:

Adarsh Sharma
Human Resource Manager
Zenith Technologies

Delhi

Date: July 23, 2020

To,

Akul Singh
54, Alaknanda Apartments
New Delhi

Sub: Warning Letter for Mobile Usage at Workplace

Dear Mr. Adarsh,

It has been observed that despite various warnings given by your team leader, Mr. Satish Gupta, you are still using your mobile phone in the office. Time and again, it has been brought to your notice that using mobile phones at workplace is strictly not allowed at Zenith Technologies.

The purpose of writing this letter is to issue a final warning against use of phone at office. If, after this warning letter, you continue to use your mobile phone at work then the management will be compelled to take a strict action against you.

Regards,

Adarsh Sharma
Human Resource Manager
Zenith Technologies
Delhi

Resources Related To Warning Letter Formats

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Posted by Hrformats - July 23, 2020 at 11:54 AM

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First Warning Letter to Employee Sample

First warning letters are sent to employees who have failed to adhere themselves with the rules and regulations of the company and have gotten involved in events or processes that are not accepted by the management. As the name suggests, first warm letter is a formal warning from the company to the employee on his or her actions. There can be different reasons for employee warning letter templates. But mostly the sample first warning letter to employee for bad attitude, misconduct, negligence, poor performance, absence etc. are the most common of all.

Shared below is the First Warning Letter format in Word. You can use this first warning letter to employee sample to create a personalized letter subjective to the situation at your end.

First Warning Letter to Employee Template

From:

Sushmita Gupta
Human Resource Manager
ABC Technologies
Delhi

Date: May 22th,2020

To:

Mr. Aryan Sharma
54, Harrison Apartments,
Delhi

Dear Mr. Sharma,

I am writing this letter as your first warning for reporting late at work.

It has been reported that you are coming almost an hour late to office every day. We always appreciate our employees who understand the value of time and coming to office at time. Therefore, you are being warned to not come late at work and if you failed to report at work on time, the Management will be compelled to take a serious action against you.

It has also been found that you are avoiding swiping your attendance card when you come to office as well as when you are off for the day which is making it difficult for the system to record your attendance.

We are hopeful that you will be punching your card on daily basis and you will also be reporting to work on time. Failing to do so can lead to strict actions against you.

Sincerely,

Sushmita Gupta
Human Resource Manager
ABC Technologies

Resources Related To Warning Letter Formats

Warning Letter for Usage of Mobile Phone on Workplace
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Posted by Hrformats - May 22, 2020 at 1:12 PM

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Sample of Circular for No Smoking and Tobacco in Office

We all know that smoking is injurious to health and most of the organizations do not supporting smoking or consuming tobacco in office premises. And for that they issue “No smoking in office premises letter” which work as a no smoking notice for employees. Sometimes warning letter to employees for smoking in office premises or warning letter for chewing tobacco in office are also sent to maintain the decorum at work. There are various Sample of Circular for No smoking to follow.

In this post, we have come up with Sample circular format for No smoking. You can use this format template and also know important points to follow.

How to Write a Memo of No Smoking in office premises

If you are in search of circular format for employees or looking for sample of circular for no smoking then keep these tips in mind to frame your own letter:

  • Keep it short and stress on your point without any ambiguity
  • Mention the No Smoking or No Tobacco Policy of your company
  • Don’t forget to issue a warning
  • Highlight special areas for smoking, if any
  • Keep the tone formal
  • Address with “To All Employees”
Sample Circular Format for No Smoking in office - no smoking letter
Sample Circular Format for No Smoking

Sample of Circular for No Smoking and Tobacco in office

From:

The Management

A to Z Technologies

New York

Date: 1st, February, 2019

To,

All Employees,

With an intention to safeguard the health of all the non-smokers at A to Z Technologies, we have decided to make our company completely free from smoking, effective from February 5th, 2019. We all are aware of the adverse effects of smoking tobacco on health and environment. Therefore, the Company’s Policy covers any kind of use of tobacco in company’s premises.

Because of bad effects of smoking, the Company has decided to completely ban it in the premises, except the areas which have been specially reserved for smokers under “Smoking Zones”. Therefore, smoking is prohibited in all the work areas, meeting rooms, private cabins, conference rooms, auditorium, canteen, corridors, visitor’s hall, restrooms, stairs and all the other adjoining areas. For all those who wish to smoke, you can do so at the “Smoking Zones” which have been created at Ground Floor and Second Floor of the building.

All the employees are advised to strictly follow these changes in the policy of the Company. In case of any violations, strict actions will be taken against.

Regards,

Management

A to Z Technologies

All the employees are strictly advised to adhere with the changed policy. Any violations of this policy will be handled through the standard disciplinary procedure.

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Posted by Hrformats - February 1, 2019 at 9:30 AM

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Memo to Employee Who Did Not Inform HR Before Going on Business Trip

Whenever an employee of the company goes on a business trip, as a protocol, he is suppose to inform the HR of the company. But if an employee without informing the HR goes for a business trip then the manager should write a Warning Letter or Memo to Employee expressing your disapproval on this kind of behavior. This is a kind of Warning Letter for Absenteeism Without Intimation sent by HR to the candidate.

We have come up with a formal format for Memo to employee who went on a business trip without informing the HR. It is a short and sweet letter.

Sample Memo to Employee Who Went on Business Trip Without Informing HR

From:

R.K. Sharma

Human Resource Manager,

Advent Medicines Ltd.

New Delhi

Date: 10.10.2018

To,

Vinod Khatri

54, Sahara Enclave,

Kamla Nagar,

Delhi

Sub: Warning Letter for Going on Business Trip Without Informing

Dear Mr. Khatri,

With deep regret, we would like to inform you that Management is extremely unhappy with this kind of irresponsibility at your end.

You went on a business trip to Mumbai for four days without intimating about it to the HR Department because of which a lot of chaos happened. Moreover, the bookings for the same were to be confirmed and again led to inconvenience to you and to the company.

This kind of a mistake has happened previously in the past and you were warned to not repeat it. The Management would like to have an explanation from you in writing explaining the reason for the same. Meanwhile, you are warned again, and this time, for the last time, to not repeat such a thing in the future.

Looking forward to hear from you.

Sincerely,

R.K. Sharma

Human Resource Manager,

Advent Medicines Ltd.

Click here to download sample Memo to Employee

 

Create a personalized Warning Letter to Employees Refusing to Work using this sample.

A professionally drafted Employee Verification Email Format to HR with precision.

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Posted by Hrformats - October 27, 2018 at 9:52 AM

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Warning Letter To Employee Who Visited Client’s Premises Without Permission

Employees have to follow the discipline in whatever job they do as they are the face of the company. If the employee of your Company visits the premises of your Customer’s property without any permission then this is an offense and you must immediately write a warning letter to your employee. This letter should include all the details of the visit along with a strict warning to the employee.

We have come up with a sample warning letter addressing the employee who visited the consumer’s premise without any permission.

From:

Adarsh Swami

Human Resource Manager

Fullerton Software Ltd.

New Delhi

Date: 02.05.2018

To:

Mr. Rakesh Gupta

B-490, Western Plaza

New Delhi

Dear Mr. Gupta,

We have received a complaint against you from our reputed client, Mr. Shekhar Sharma, MD, Rajputana Sports Goods Pvt. Ltd. We have been informed that you visited the Finance Department of Rajputana Sports Goods Pvt. Ltd. without any permission.

We conducted the enquiry at our level and learned that neither your Manager nor your Team Leader asked you to pay a visit to the client. And the client also reported that you did not seek permission to visit their Finance Department from the concerned person.

This is to bring to your notice that at Fullerton Software Ltd., we expect our employees to follow the code of conduct they are trained with. As per the rules, no employee can visit any client without permission and if he does, we plan to take serious actions.

Consider this letter as the first and last warning for such actions will not be tolerated in future. If you have any clarifications to make, please write to us at hr@fullerton.com.

Regards,

Adarsh Swami

Human Resource Manager

Fullerton Software Ltd.

New Delhi

Click Here to Warning Letter – Employee Visited The Consumer’s Premises Without Permission

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Posted by Hrformats - May 2, 2018 at 6:40 AM

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Writing a Warning Letter to Employee for Poor Attendance

Every employer educates his employees about the HR policies, leave policy, and attendance letter at the time of on boarding. The number of leaves he can avail will be mentioned to every employee explicitly. There is a process to apply for leave so that the management is aware of employee absenteeism. However rules are meant to be broken. Some employees take leaves as an when they like without any prior intimation or leave application. This will impact the work schedule and productivity of the company resulting in loss. Lack of punctuality will not get any success to an employee. Management warns and tries reprimand to bring discipline and punctuality in the employees in case of excess absenteeism. You can find a sample warning letter for irregular attendance here to warn the employee.


Sample Warning Letter to Employee for Poor/Excessive Attendance

To,                                                                                                                           Date: 21/02/2018

Pradeep Seth,

Employee ID: 7337556,

Designation: Production Supervisor,

Department: Production.

Sub: Warning Letter for Poor Attendance

Dear Mr. Pradeep Seth,

There has been an observation that you have taken leaves exceeding your casual, sick and paid leaves in the past Six months without any prior intimation to your manager. Despite of your manager warning you in the past, there is no change in your behavior.

Your behavior is a clear indication of negligence in performing your duty. You are hereby asked to submit an explanation on your absenteeism lateness to office within 2 days. Treat this as a final warning letter and any further in disciplinary action may lead to the serious action on you which may lead to termination.

Treat this issue as urgent and important. A copy of this letter will be kept in office file for future reference.

For Samyukta Company Pvt. Ltd

Authorized Signatory.

Resources Related To Warning Letter Formats

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Posted by Hrformats - February 21, 2018 at 1:35 PM

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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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Posted by Hrformats - July 14, 2017 at 12:49 PM

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Warning Letter to Employee Taking Leave Without Handing Over Work

Organizations often face problems when employees go on leaves without handing over their work to their co-workers. In this case, it becomes extremely difficult for others to work as they have no idea of the work in progress. In such a scenario, writing a warning letter to the concerned employee on this issue is the professional thing to do.

Given below is a sample draft of warning letter to the employee who has gone on leaves without work handover. Use this template to create your letter.

Warning Letter to Employee Gone on Leaves Without Work Handover

From:

Harish Rana

Marketing Manager

Sinha Group of Companies

52 Gulmohar Lane

Delhi

Date: 30.05.2017

To,

Amit Tandon

H-52/A, Welengkar Apartments

Greater Kailash

Delhi

Dear Amit,

You had gone for a long leave starting from 20th April, 2017 to 20th May, 2017. As it was a month-long leave, it was very much a part of your duty to hand over your work to your team members. It was quite disappointing to know that you went on the leaves without giving any brief on the projects that you were handling.

Being a part of the organization, we are sure that you are aware that during one’s absence from work, company cannot afford to put any work on hold. And any work loss because of non-handing over of work is a serious act. Department of Marketing, therefore, will look into this act with complete seriousness because it had led to many delays in the work.

We would like to warn you that if in future you repeat this behavior then the company will be compelled to take hard actions against you. You must understand that you are a team leader and you must work to set good examples for others to follow. Please consider this letter as the final warning as we would not appreciate such irresponsible behavior in our organization.

Sincerely,

Harish Rana

Marketing Manager

Sinha Group of Companies

Resources Related To Warning Letter Formats

Warning Letter for Usage of Mobile Phone on Workplace
First Warning Letter to Employee
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Posted by Hrformats - May 30, 2017 at 8:05 AM

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Format For Warning Mail on Resignation Without Notice Period Completion

Every company has certain rules and regulations when it comes to submitting resignation and one important rule is serving the notice period. If an employee of your company has resigned from his job without completing the notice period then before taking any further action against him, you must first write a formal letter to employee for leaving without notice. Using notice period letter template, you can comfortably draft warning letter for not completing a one month notice period to employee.

To make this task easier for you, we have come up with letter format without notice period. Use this one month notice period letter format to frame a customized warning letter with essential details.

Warning Mail Format for Resigning Without Notice Period Completion

Dear Ashok,

We have been informed by your Manager, Mr. Akhil Kumar that you have not been coming to office from last ten days. More importantly, you are disappearing from work without any information. We would like to bring to your notice that as per the rules of the Company, this is a serious offence. If you are planning a resignation then you must formally submit your letter of resignation prior to one month of the date when you plan to leave. The same was also mentioned in the contract letter that you signed while joining the Company.

It is completely the choice of the employee to work or resign from the job. Our Company never compels any employee from moving ahead in their career by seeking opportunities with other companies. But at the same time, we expect our employees to be professional and follow the rules of the Company till the time they are associated with it.

Because you have not reported to work in last 10 days, it is something we would never approve of. Your team members have made various attempts to get in touch with you but you have ignored all the calls and emails which make it quite obvious that you no longer wish to continue with this job.

We would like to bring to your notice that because of your unexpected absence, the projects that you had been working on are suffering a great loss. We request you to consider this letter as a serious warning and report to your Manager within 2 days or else Company will have to take some strict action against this unprofessional act which was also highlighted in your contract.

We would be happy to listen to your part and would appreciate if you can be more professional in submitting your resignation and fulfilling the clause of one month notice period,

Regards

Anuradha Roy

HR, Manager

Crown Technologies Pvt. Ltd.

Click here to Download warning mail Format for resigning without completing notice period

Resources Related To Warning Letter Formats

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Posted by Hrformats - April 29, 2017 at 6:37 AM

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Formal Alcohol Consumption Warning Letter During Working Hours

When you are working for a company, it is mandatory for you to comply with the rules and regulations of that company. It is obvious that you are supposed to abide by the ethnics your company believes in. If you are the HR Manager of your organization and you have come across a complaint of an employee reporting to work in a drunken state then writing a formal warning letter for alcohol consumption during working hours is the right thing to do.

We bring to you a sample format for writing a formal alcohol consumption warning letter. Use this template to create a customized letter as per your subjective needs.

Sample Warning Letter For Alcohol Consumption During Working Hours

From

Abhishek Dutta

HR Manager,

Zenith Technologies Pvt. Ltd.

4AA, Pali Hill, St.Andrews Road, Bandra West

Mumbai

Date: 15th March, 2017

To,

Robin Aniston

52/A, Reverie Apartments

Has Brown Residential Colony

London

Dear Mr. Aniston,

This is to bring to your notice that we have received a complaint against you that you reported to work in a drunken state. On 15th March, 2017, Saturday, you resumed your work post lunch in a drunken state which is strictly against the company policy. Not only that, you were suggested to leave the office by your team mates but you created a ruckus at the office and had a heated argument with your team leader, Mr. Jacon Smith.

As you are aware that our company is very particular about the conduct of our employees and the same has been mentioned in the rules of the company. As per our policy, any employee reporting to work in the influence of alcohol or any other drug will attract punishment. The power to fine, punish or terminate the employee strictly lies in the hands of the management.

As this is the very first complaint against you in the service of last three years, the management has decided to issue the final warning to you. If any such case is repeated in future then you will have to face immediate termination. Please consider this letter as a serious warning as we would not entertain such a kind of behavior.

You have always been a responsible individual and our company is proud of your performance. We would never like to lose an employee like you. In case you are facing any complications at professional or personal end, we would be happy to help you by arranging a session with our counselor who will assist you with dealing with the difficult times.

Hope you will be more cautious with your conduct.

Regards

Abhishek Dutta

HR Manager,

Zenith Technologies Pvt. Ltd.

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Posted by Hrformats - March 15, 2017 at 12:30 PM

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