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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Categories: Warning Letter Format Tags: business Letter, Employee, HR, Memo Format, Warning Letter, Warning Letter Format
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 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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Categories: Warning Letter Format Tags: Circular Format, No Smoking, premises letter, Sample Circular, Tobacco, Warning Letter Format
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: January 25th, 2025
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
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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: January 17th, 2025
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
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Categories: Warning Letter Format Tags: Letter of Warning, Mobile Phone, Office, Warning Letter, Warning Letter Format, Workplace
Warning Letter for Policy Violations Template, Example
Violating the policy of the company will not be accepted by any organization and if there is any employee who has violated the policy then you can always write a warning letter to them highlighting them about the violating and the consequences it can bring to them.
Shared in this post is the sample warning letter for policy violations. This warning letter format makes an easy to use template for creating a draft that keeps in mind the details required to be included. Simply follow this warning letter template for creating your own letter with precision and perfection.
Format for Warning Letter for Policy Violation
From:
Richard Smith
HR Manager
Zenith Technologies
New York
Date: February 01, 2024
To,
Mr. George Gibbs
54, Richmond Town
New York
Sub: Warning Letter for Policy Violation
Dear Mr. George,
This letter serves as a formal warning against the misuse of the resources of the company. It has been brought to our notice that from last couple of months you have been using the company’s car for personal use. This is against the company’s policy and therefore, is a direct violation of the policy and must be stopped.
Our employees are expected to comply with the company’s policy and any employee not doing that can attract serious actions against them. Any more violation in the future is going to bring serious consequences to you as the management will be compelled to take strict actions against you. Therefore, you are advised to go through the company’s policy once again in order to make sure that you don’t violate anything in future.
In case of any other queries, feel free to get in touch with the HR department.
Regards,
Categories: Letters Tags: sample warning letter, Warning Letter Format, warning letter template
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
Warning Letter to Employee for not Coming to Work
If any of your employee has not been coming to work then you must write a warning Letter to employee for not reporting to work. The Warning Letter Format is quite a simple format which talks about the warning for missing on coming to work.
This post includes Warning Letter to Employee which you can use for creating your own letter. This Sample Warning Letter Template makes a wonderful letter which can work as a great help.
Employee Warning Letter Format for Not Reporting to Work
From,
Simon Smith
HR Manager
Zenith Technologies
London
Date: February 2nd, 2023
To,
Mr. Andy Jacob
54, Richmond Villas
London
Dear Andy,
As informed by your supervisor, Mr. Henry Bob, you have not been coming to work from last five days and there has been no information from your end. The last working day at our office was February 4th, 2023 and since then there has been no communication from your side.
This is a warning letter to warn you to report to the office as soon as possible to avoid attracting any penalties against you. We are hopeful that you will have strong reasons for not coming to office and also not informing us about the same.
Looking forward to hear from you.
Regards,
Simon Smith
HR Manager
Zenith Technologies
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Sample Letter of Compliance for Wearing Employee Id Card
Sometimes companies require their employees to always wear their employee ID cards as they make it easier for the governing bodies to manage the movement of staff. In order to do so, companies can write letter to employees for wearing identity cards. Before writing warning letter for not wearing ID cards, it is important to write letter of compliance to the staff.
In this post, we have come up with a sample letter of compliance to staff for wearing employee ID card. You can use this format to create your own draft.
Letter Format of Compliance for Wearing Employee identity Cards
To,
The Staff Members,
New Age School
New York
Sub: To request compliance for wearing ID cards
Dear Staff Members,
Keeping in mind the safety and security of all the students at our school, we have decided to take some precautionary actions and in order to have a complete and foolproof security clearance, it has been decided by the governing body to make the wearing of employee Id cards compulsory for all the staff members at the school.
We hope that all the staff members are going to understand the situation and will always wear their ID cards when at work. This will be extremely helpful for security clearance and will help us manage things in a better manner.
We will highly appreciate your cooperation towards this issue.
Thanking you.
Regards,
Andrew Gibbs,
HR Manager
New Age School
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Categories: Letters Tags: Employee, Employee Id Card, Employer ID Card, Letter, Warning Letter, Warning Letter Format, Wearing Letter
Warning Letter to Employee for not following Uniform Dress Code
Some companies have strict dress codes at work which every employee must follow and in case, some employees fail to follow then a warning letter to employee must be written. This disciplinary warning letter format is quite simple and works as a warning letter to employee for not following dress code. This is a short and precise warning letter to employee sample which has been shared in this post.
Here is the Warning Letter to Employee for not following Uniform Dress Code which can be used for creating a customized letter that fits in the situation perfectly.
Warning Letter Format to Employee for not following Uniform Dress Code
To,
Mr. Richard Smith
54 New Town
California
Date: March 23, 2022
Sub: Warning letter for not following uniform dress code.
Dear Mr. Richard,
It has been observed that you have not been adhering to the company’s dress code. We have noticed that from last one month you have not been wearing the staff uniform during the working hours and therefore, not following the dress code guidelines of the company.
As you are aware that this kind of behavior can attract serious actions against you as it is a serious disciplinary violation and will not be tolerated at any cost. Such actions can lead to salary deductions and can also impact the process of evaluation of performance.
We are hopeful that you will take this as a serious and final warning and will follow the dress code without any failure while at work.
Thanking you.
Regards,
Samantha Brown
HR Manager
Zenith Technologies
California
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Categories: Warning Letter Format Tags: Employee, Employee letter, Uniform Dress, Warning Letter, Warning Letter Format
Letter Format to Employee for Misbehaving at Workplace
Unprofessional behavior is never appreciated and when an employee misbehaves at workplace, it sometimes attract warning from the management. If an employee has misbehaved in your company then you can always write a warning letter to employee for unprofessional behavior. Just like any other warning letter format, the sample warning letter for misbehavior warns the employee in a formal manner.
This post includes the sample letter to employee for behaving badly at workplace. You can use this sample warning letter for misbehavior for writing an employee warning letter for bad attitude as required by your situation.
Sample Letter to Employee for Behaving Badly at Workplace
From,
Simon Smith
HR Manager
Zenith Technologies
London
Date: November 25th, 2021
To,
Mr. Andy Jacob
54, Richmond Villas
London
Dear Andy,
I am writing this letter to inform you that the management has noticed consistent complaints on your unprofessional behavior at workplace. In last couple of months, there have been many episodes wherein you were found to talk rudely to your colleagues and yelling at your juniors.
It was on last Monday itself that you were found yelling at Mr. Charles for not doing his job right. This reaction from your end is not justified as it creates an unhealthy environment at work. You were also found making bad comments about one of your colleagues at the canteen. This kind of behavior will not be tolerated.
You have been a dedicated employee of our company but through this letter, we are informing you that you must change your actions or else you will have to deal with serious consequences. If you continue to behave in this manner then you might as well lose your job.
We are hopeful that you will take this as a serious warning and will amend your actions.
Regards,
Simon Smith
HR Manager
Zenith Technologies
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Categories: Warning Letter Format Tags: Employee, First warning letter, Format, Letter, Misbehaving, Warning Letter, Warning Letter Format, Workplace