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
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
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
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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Sample Warning Letter to Restaurant Manager Example
Whether it is poor performance or unprofessional behavior that you have experienced at the restaurant or any employee is experiencing at the restaurant, you can always write a warning letter to the restaurant manager bringing to their notice the problem and giving them a warning about the same.
In this post, we have come up with a sample warning letter to restaurant manager. You can use this warning letter format for creating a personalized letter. Just follow and use this warning letter sample for creating your own letter and include all the required details about the incident.
Format for Warning Letter to Restaurant Manager
From:
Andrew Jacob
Senior Executive
Human Rights Prevention Department
New York
Date: January 24, 2024
To,
Mr. Henry Brown
Manager
Spice and Sweet Restaurant
New York
Sub: Warning Letter Against Unprofessional Behavior.
Dear Mr. Henry,
The purpose of writing this letter is to bring to your notice the unprofessional behavior at your restaurant. One of your female staff has raised a complain about discriminatory behavior towards her at your restaurant.
Being the restaurant manager, it is your duty to make sure that all the staff members are treated equal and with dignity. You are supposed to be an exemplary leader to them. For a cordial and progressive working environment, it is very important for you to make sure that everyone is treated equally.
However, if this kind of unprofessional behavior will continue to exist at your restaurant then we will be compelled to take strict actions against you. You are therefore, advised to take this warning as the final warning and make sure that all the employees are treated equally.
Regards,
Andrew Jacob
Senior Executive
Human Rights Prevention Department
New York
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Sample Letter of Return to Work after Vacation
If you have been away from work because of the vacation that you had taken and now you intend to get back to work then in such a scenario, it is very important for you to write an Employee Return to Work Letter.
This post includes an Employee Return to Work Letter Sample which you can use for creating a personalized letter of return to work after vacation. You can simply follow this Employee Return to Work Letter Example for creating a perfect letter with all the details needed to be included in one such letter.
Letter for Return to Work After Vacation Template
From:
Henry Brown
54, Trivia Apartments
California
Date: October 20, 2023
To,
Mr. Richard Gibbs
Manager
Zenith Advertising Company
California
Sub: Regarding return to work after vacation.
Dear Mr. Richard,
Before starting with the letter, I would sincerely like to thank you for understanding me and supporting me in taking this vacation which was always one of the most important things to do for me.
As you are aware that I was on a long vacation for 45 days and now I have returned back in California. I am all set to resume my duties from October 31st, 2023. I was one of the most inspiring trips I have ever had wherein I got to learn about the European culture and history and this would have not been possible had you not been supportive of me taking such a long break from work. I would also like to sincerely apologize for all the inconvenience my absence would have caused you or our company.
But while I was away, I was in regular touch with me colleagues and was helping them with the marketing campaigns that were scheduled during this time while I was absent. I am aware that we have two very important marketing campaigns coming up in the month of October and there are lot of other campaigns lined up because of the festive season that is around the corner.
I am truly blessed to be a part of such a great organization which is always supportive of the dreams of their employees. Thank you once again for all the support.
Sincerely,
Henry Brown
California
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Categories: Letters Tags: Employee, Letter, Return Work Letter, Vacation, Vacation Letter, Warning Letter
Format of Writing a Letter to Cancel Appointment to Discuss Career Options
If you have an appointment with someone to discuss the career options for him or her but you have to cancel it because of some reason then make sure that you inform that person about it and you can do that by writing a formal letter to cancel an appointment. The Appointment Cancellation Letter is supposed to include the reason for cancelling the appointment along with the way to fix another appointment.
We have come up with a Cancel Appointment Sample Letter for your reference. You can use that in order to create a personalized letter for cancelling the appointment for discussing career options.
Letter for Cancelling Appointment for Discussing Career Options
From:
Richard Smith
Career Guide
54, Henry Hills
New York
Date: July 1st, 2023
To,
Ms. Samantha Brown
88, Almond Villas
New York
Sub: Regarding cancelling of appointment
Dear Ms. Samantha,
I am writing this letter to inform you that the appointment that was scheduled for July 5th, 2023 stands cancel for now as I have to travel for some medical emergency. Therefore, I will not be available to discuss the career options with you.
You can call my secretary for fixing another appointment and I shall come back by July 10th, 2023.
I will be looking forward to see you.
Regards,
Richard Smith
Categories: Letters Tags: Career Options, Format, Letter, Warning Letter
Legal Letter for Employee Leaving without Notice
If an employee has left the company without informing or service the notice period then in that case he might have to face legal complications. Therefore, writing a legal letter for employee leaving without notice becomes an important draft as it works a warning letter to serve notice period.
If you are confused about how to write one such letter then we bring to you a legal letter for employee leaving without notice template which you can use for creating your own letter and sending a formal and legal warning to the employee.
Legal Letter Format for Employee Leaving Without Notice
From:
Albert Smith
Manager
Zenith Technologies
New York
Date: April 23th, 2023
To,
Mr. Mathew Gibbs
54, Richmond Apartments
New York
Dear Mr. Mathew,
We have received your resignation letter but it has been noticed that it does not include mention about the notice period. As you are aware that when you quit your job with Zenith Technologies, you are required to serve a notice period of six weeks that is effective on the date of submitting your resignation letter and the same has been mentioned in your appointment letter. And in case you fail to serve the notice period then you will have to pay the company a one month’s salary as a penalty for failing to serve the notice period.
As you have not served the notice period nor you have paid the amount of your one month’s salary, the company is soon going to be taking a legal action against you. If you wish to avoid the legal action then you may meet the company’s Chairman on April 24th, 2023 at 10 am to discuss the case with him. You will have to either serve the notice period of six weeks or you will have to pay your one month’s salary and this will be decided by the Chairman. In case you fail to appear for the meeting, it will confirm your non-cooperation in this issue and we will be compelled to take a legal action against you.
As of now, your resignation remains unacceptable.
Regards,
Albert Smith
Manager
Zenith Technologies
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Categories: Letters Tags: legal letter, legal letter for employee, notice template, Warning Letter
Letter for Excessive Prolonged Lunch Breaks
Sometimes some employees take prolonged lunch breaks because of which the disciple at the office gets affected and this in turn affects the performance. Therefore, it is important to write a formal Warning Letter for Taking Long Breaks to the employees. It works as a formal warning for employees taking long lunch breaks.
We have included in this post a sample warning letter for your reference. This Warning Letter Format to Employee is quite simple and you can use this Sample Excessive Prolonged Lunch Breaks Letter for writing your own letter.
Format For Excessive Long Lunch Breaks
Date: April 5th, 2023
Dear Employees,
We appreciate the dedication with which all the employees work at Zenith Technologies. Each of our employees is an important part of our organization and is expected to adhere to the rules and regulations at the company.
We would like all our employees to obey the lunch timings which are from 1.30pm to 2pm during the working hours. A slight variation of around 5 mins is understandable and acceptable but when any employee takes undue advantage of these lunch breaks and spend excessive time in the name of lunch break then it will certainly not be acceptable and will attract strict actions against that particular employee.
We have been informed that there are few employees who have been taking prolonged lunch breaks on daily basis. In case you continue to do the same then please be informed that for that particular day, half of your salary will get deducted.
This being the very first warning in this context, we are not going to be taking any actions for the defaulters till date but any employee who continue to prolong these lunch hours beyond the prescribed lunch timings will have to face the penalties. We strongly advise all our employees to adhere to these timings to avoid any such actions taken against them.
Regards,
Henry Smith
Manager
Zenith Technologies
New York
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Categories: Warning Letter Format Tags: formal Warning, Lunch Breaks Letter, Warning Letter