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: 03.07.2025
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 [email protected].
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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Categories: Warning Letter Format Tags: Employee, permission letter, Warning Letter
Sample Letter to Employee for Recovering Training Expenses of Company
There are lots of companies which spend a huge sum on the training of their employees. The idea is to give them the best of the training so that they are able to do their job in a better way and help the company grow. Companies often go with training agreements or employer paid training agreements to reduce the risk of employees leaving the job before completing the first year. If one of your company leaves the job before completing his first year then Company can always write him a letter asking him for repayment of training costs because of the loss incurred to the Company.
Being the HR or Manager of your Company, if you don’t know how to frame a letter to your employee for recovering the training expenses then here is a sample format for the same.
From:
Adarsh Swami
Human Resource Manager
Fullerton Software Ltd.
New Delhi
Date: 02.07.2025
To:
Mr. Rakesh Gupta
B-490, Western Plaza
New Delhi
Dear Mr. Gupta,
This is response to your resignation letter submitted on 01.07.2025. We regret to inform you that the Management has denied accepting your resignation.
This is because as per your employment contract with Fullerton Software Ltd., you cannot leave your job before completion of one year because you have signed Employer Paid Training Agreement. According to this agreement, the Company has invested a huge sum of money in training you for your job and if you leave your job before completing one year, it is a huge loss to the company.
Therefore, as per the agreement, you will have to resume your job within 15 days from today or you will have to pay the Company through online bank transfer the amount of money the Company has lost on training you.
We will look forward for your response. In case of any further clarifications, you can get in touch with us at [email protected].
Regards,
Adarsh Swami
Human Resource Manager
Fullerton Software Ltd.
You can download Letter to Employee for Recovering Training Expenses of Company in word formats.
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Easy Format of Half Day Leave Application Email
If you have some personal work to do during office or college hours then you can always seek permission by writing half day leave application email. You can simple drop in a half day leave email to your boss, principal or manager stating the reason and date on which you need to take half day. There is half day leave mail for urgent work, personal reasons, not feeling well or family function. There are also applications for urgent work for students. It is quite a simple email which is very short and to the point.
To help you frame a customized half day leave application email, given below is a template format which you can follow to write you own mail.
Half Day Leave Application Email
Dear Sir,
The purpose of writing this email is to submit my request for half day leave for today. I will be available at work till 12 p.m. today as I have an appointment with a lawyer for some family property issue. It is an urgent meeting and I cannot reschedule it.
Therefore, I request you to please approve my half day leave application. I will be extremely thankful to you for considering my application.
Sincerely,
Varun Sachdev
Sales Executive,
Feather Fabrics Pvt. Ltd.
You can download a Half Day Leave Application Email Sample in word formats.
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Contract Completion and Not Continue Further Letter Format in Word
Within the corporate understanding, contracts or agreements are said to be documentary notations required by officials to decide over specified working terms and conditions. The contractual agreements are created for a specific time period and needs renewal or expiry after that time slot. This is the reason that professionals make sure to communicate about the continuation or termination of the contract through proper emails or letters. This tends to be an amicable way of communicating business necessities to the other person for sure. Here is the format of the letter, which informs about unwillingness to continue with a company or particular profession on completion of the contract.
Date: May 20th, 2025
To,
Mr. Shailesh Malik,
Employee No: 2486
Sub: Non-renewal of the term contract
Dear Mr. Shailesh,
This letter is in reference to your contract with our company, Adroit Web Solutions Pvt. Ltd. We entered into a term contract for the requisite services from your end, which initiated on May 20th, 2025 and terminates on May 20th, 2026. As the respective contract is about to finish, the administrative decisions are explication of the fact that the company does not wish to continue with your high-end services. It is just a corporate decision taken by higher authorities without any negative intentions.
As a part of compensation, you will be paid till the last date of the contract as full and final settlement. Therefore, you are requested to handover the company laptop and mobile to the HR Manager and get clearance from the departments. On submission of the clearance details, you will be provided with a certificate on your last working day. Along with this, you will be given an experience certificate with details description of the responsibilities handled at Adroit Web Solutions Pvt. Ltd. This will help you in getting excellent opportunities and open ways for more job prospects.
The end of the contract does not mean that your journey to success has halted. In fact, this will make you progress on the path of brighter future. Though, the contract between you and our company has come to an end; still, we have retained your contact details in our record bank. As the requirement of the company persists in near future, we might contact you again for your valuable services. We wish you all the best in life and a prosperous career ahead.
Thanks,
Shreya Bansal
HR Manager
Click here to download Contract Completion and Not Continue Further Letter Format in Word
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Categories: Letters Tags: Contract, Employee, Employee letter
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: 19/05/2025
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.
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Categories: Warning Letter Format Tags: Attendance, Employee, Letter Format, Warning Letter
How to get a UAN number through a PAN/ Aadhar/ PF Account number
The universal account number (UAN) is given to every employee working in a registered company of India. UAN number is necessary for checking EPF balance. If UAN number is not known then UAN number can be obtained by registering in Unified Member Portal and EPFO Unified Portal. Every employee who is working in a registered company in India, makes some contributions from monthly income to provident fund. This PF amount is linked to unique account number by Employee. The employee has many benefits by saving in EPF. With the help of UAN, an employee can check the status of his EPF balance, transfer or withdraw the amount saved in PF. Sometimes the employee forgets his UAN and tries to get it from PAN or Aadhar card number He will have many questions and queries regarding how to get UAN from PAN.
Generate UAN Number From PAN & PF Number { Immediately }:
Every employee who works in registered office in India ill have PF account. He will be asked to submit his/her PAN number for taxation purpose. This PAN number will be linked to UAN number. If the linkage is not done, it is not possible to get UAN number. Usually the payroll department of the employer takes care of all this procedure.
Steps To Get UAN Number From PAN Number:
Step 1: Login to UAN member portal and select know your UAN status on home page.
Step 2: You will get different options to get UAN through PAN or Aadhar card or PF number. Select PAN and enter PAN number and other details.
Step 3: Click on get authorization Pin, then you will receive OTP to the registered mobile number. Enter OTP and click on validate and get UAN.
Forgot UAN Number
There is every possibility that you may forget your UAN number. Then the question arises what to do.
1. If your UAN is activated, and you have updated your mobile number for provident number then you can give a missed call to this toll free number 011-22901406. EPFO will send all your credentials in SMS.
2. Your employer will definitely have your UAN number. Reach out to him and ask for UAN number.
3. Go to EPFO site. Under “Our services” option, click on for the employees option and then click on UAN helpdesk option. You will be directed to another page, where you have to define your problem, provide updated mobile number and PAN details. A OTP will be generated and sent to your mobile number, which has to be filled on the portal in the given space. You will receive an application id. EPFO will resolve your problem and will send UAN number and details to your mobile number.
How to Generate UAN Number
Every employee working in any registered company in India will have a UAN linked to his PAN card. If your company has not given or has not generated, you can generate UAN number yourself.
Step 1: Visit the official website of EPF Unified portal EPF Portal (http://www.epfindia.com/site_en/)
Step 2: Click on the establishment registration
Step 3: Fill up the complete form
Step 4: Enter words from Captcha
Step 5: Check the declaration and click on Registration button.
Step 6: You are done, the process is complete.
UAN Members EPFO Services Check UAN Status
Every employee can check the status of UAN online. Go to the EPFO portal. Select your state and provide the EPFO account number to check UAN status.
Employee UAN Number Download
Initially the UAN was allotted to all the EPF members. But subsequently the UAN is being allotted by the EPFO to the new members on the declaration of the employers. This list is available in UAN menu of OTCP. Employers have to download the list and pass on the UAN number to its employees. When the download UAN list button is clicked, a screen will appear and the employer can view and download the UAN in PDF format. There are five options given to the employer to download:
- UAN List (Ascending order of member ids)
- UAN list (Descending order of member ids)
- UAN list (order by UAN creation date)
- UAN list (for distribution to members)
- UAN list (for distribution to members)
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Categories: Others Tags: Employee, UAN Number
Employee Retirement Policy in India For Pharma Company
Just like companies have recruitment policies, leave policies, they also have employee retirement policy in India. As an employee of a company, you must know the company retirement policy and procedure to avoid any confusions. Retirement policy in private company differs from the ones in government organizations.
We bring sample Retirement Policy for pharma companies in India for your reference. You can use it for developing one for your own organization by customizing it a little. Download and use it for free.
Click here to download Employee Retirement Policy For Pharma Company
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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: 30.04.2025
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
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Email Format for New Employee Joining Announcement to Related Departments
When a new employee joins the company, the HR Manager sends a formal mail to all the concerned departments to announce the new hire. It is a way of informing everyone about the new employee joining. It is quite a short email and contains basic details about the new employee. Just like Employment Joining Letter Format For Employee and new employee self introduction email, there are Announcement Letter Of New Employee Joining informing everyone about the new candidate who will soon be joining the company.
Use this email template to announce your new hire to write a customized new employee announcement email with perfection.
Announcement Mail Format Of New Employee Joining
Sub: New Employee Joining Announcement
Date: 29.03.2025
Dear All,
We take extreme pleasure in introducing Mr. Sumanth Sharma who has joined us a Asst. Marketing Manager and will be operating from New Delhi office. He will be taking the charge from 15th April, 2025.
He possesses an experience of over 10 years in the field of marketing. Previously, he was employed with M/s Wellness Pharma Pvt. Ltd. as their Country Head for Marketing. He has completed his education from IIM- Ahmedabad.
He is indeed a worthy addition to our organization. You can reach him at [email protected]. We wish him a successful career at Goenka Health and Wellness.
Regards,
Sudipta Mehta
HR Manager,
Goenka Health and Wellness
Click here to Download Email Format for New Employee Joining Announcement to Related Departments
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Letter Of Request For Employee Replacement
If the employee is not performing up to the expected levels then the Manager has all the rights to ask for employee replacement by writing a formal letter of request to the senior or the HR Manager of the company. Letter of request for employee replacement is a very crisp letter which includes reason for seeking replacement so that the process can be taken into consideration. If you are also in need of employee replacement in your team of staff then you also need to write such kind of a letter.
We have come up with a formal request letter for employee replacement. Use this sample format to write your own letter with perfection.
Format for Request Letter for Employee Replacement
From:
Adarsh Swami
Deputy Marketing Manager
Fullerton Software Ltd.
New Delhi
Date: 22.06.2025
To:
Mr. Rakesh Gupta
Human Resource Manager
Fullerton Software Ltd.
New Delhi
Sub: Request Letter for Employee Replacement
Dear Mr. Gupta,
I am writing this request letter in order to seek replacement of one of our employees in Marketing Department. I am talking in relation with Mr. Sumanth Pant. He is working as my assistant from last nine months.
In my career of eight years, I have never ever filed a complain against any employee but because of very frequent leaves by Mr. Path, I am compelled to seek an employee replacement. He has been going on leaves quite often because of some personal health issues and because of that I have been facing a lot of inconvenience which I feel have led to a fall in my own performance as I have to deal with various trivial issues all by myself.
It is a humble request from you to please have my assistant replaced so that I can work on upcoming projects.
Thanking in anticipation.
Sincerely,
Adarsh Swami
Deputy Marketing Manager
Fullerton Software Ltd.
Click Here to Download Sample Letter Of Request For Employee Replacement in Word Doc Format
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