Letters – Free Sample Letters

Dear Name

During your five months of employment with (name of the company) the management has informed you three times in their appraisal sessions that your performance is not up to the standards of your position and you had also been given areas where you have to show improvement.

We regret to say that you have not come up to our expectations and that your performance has been unsatisfactory. As per the policy of the company we are putting you back into retraining for one month and during this time we will be monitoring your performance. You will be monitored by the technical team as well as your immediate manager and the trainer. If there is any improvement we will think of taking you back to production or else the management has the Authority to relieve you of your services with immediate effect.

I would suggest you to take this one month seriously and put in your best effort as you are getting another chance to prove your work. If you have any doubts about this training or if you need any other help please feel free to approach me. I feel you are capable of achieving the target expected from you if you work hard.

All the best
(Signature of the Authorize)

Dear Name,

This is in regards to your poor attendance; I have noticed that you have been late to the office 20 min every day. Even though your login time is 8.30 am you log in at 8.50pm .I have realized that you are in the office premises well before the time. Since you are availing the office cab which are half an hour early to the premises as they have been given a time, you cannot give an excuse that you were late on the way. Other staffs that come from the same area login on time then how is it possible that you are late.

I understand after a long drive a person needs a short break that is why the cabs are in the office half an hour beforehand. But that doesn’t mean that you sit in the cafeteria or the smoking zone and come into the bay half an hour late. You must be aware being in BPO profession how important the login and logout time is . I have been informed about this from the other staff and seniors. Please take it seriously or you will have to face the consequences.

I hope you understand the effect of such warning and will be on time going forward.

Sincerely,

Your Name.

To,

Manager,

Department,

Address,

City, State, Zip,

Dear (name)

This is to bring to your notice that one of our customers (name of the customer) called our office to inform that they have been treated in a discourteous manner by one of your customer service representatives. We have listened to the conversation which included inappropriate language.

The customer was referring to a telephone call they made on (date) but the representative refused to respond stating that he /she was too busy to handle any queries and solve the customer’s problem and was very impolite. The customer is very dissatisfied. The way the call was handled and the complaint has gone to the higher level. She is one of our prime customers and dealing with the company for past many years.

This is against our company policy that believes in customer satisfaction and keeping customer happy.

We would like you to look into the matter and have a discussion and a stern warning to the employee. Please respond immediately to the customer with an apology and please put a notice for all the employees that the failure to abide by the company policy will lead to termination.

Sincerely,

Yourname

Life is not always a bed of roses. Retaining a job is as difficult as getting one. Doing a job well is as difficult as getting one. It is a similar case with schools or colleges and admissions related to them. It is a vicious cycle. There are occasions in ones life where even unknowingly something so happens that one gets reprimanded or punished. An individual may be reprimanded for not having met deadlines at work or even at a school or college for that matter. S/he may be reprimanded for misbehavior. There could be many such reasons for being reprimanded.

A Reprimand Letter is an official letter written by the institution or organization to an individual whose actions or behavior has not been as expected. The nature of this letter is extremely unpleasant both for the writer as well as the reader.

DOS AND DON’T’S OF REPRIMAND LETTER

• A Reprimand Letter should be written as soon as an action or behavior is noticed as not being as expected
• It should be a very short and brief letter
• It should be directly addressed to the person for whom it is being written
• Since Reprimand Letter is purely an official letter, it should be typed and not hand-written
• Even though the letter is punishable in nature, the tone should not be rude
• A Reprimand Letter should be very subtly written
• Usage of simple language is a good way to give a Reprimand Letter so that it is easily understood by all
• A Reprimand Letter should always be written by a person with authority
• Even though the reason why a Reprimand Letter is written is very unpleasant, it should not sound authoritative or dictatorial or humiliating
• The letter must carry a date on the top left corner
• The letter must give details of the action or behavior due to which the reprimand is being given
• The consequence should be very clearly mentioned in the letter to avoid any ambiguity
• The dates when the consequence begins and ends forms a very important part of the letter
• A Reprimand Letter should be addressed directly to the person for whom it is intended
• No abusive language should be used in the letter. The writer must remember s/he is condemning the act and not the person
• Letter must be checked for any grammatical or punctuation errors
• Even though it is a typed letter, the signature should be personally done and should not be embossed or scanned

SAMPLE REPRIMAND LETTER

___________________ (Name and address of reader)

___________________ (Date)

Subject: Unacceptable misconduct

Dear Ms/Mr. ______________

It has been brought to our notice that on ___________ (date) you misbehaved with one of your female colleagues while she was on her way back home. One of the most important values of our organization is “respect for people” and it is absolutely unacceptable if any of our employees do not follow this value.

This is therefore to bring to your notice that as a consequence to your misconduct you will be expected to stay back in office for 3 hours after regular working hours for the next one week, i.e. from __________ (beginning date) to ___________ (end date) both days inclusive.

If however you fail to follow the above-mentioned consequence your services with the organization will be terminated without any prior notice.

We hope that you would adhere to the decision taken by the management and no such behavior will be exhibited going forward.

Best regards,

(Name of signing authority)