Letters – Free Sample Letters

Dear name,

This is to notify you that your account has been temporarily cancelled because of your delay in payments. You payments for the month of April may and June has been consistently late and from last two months you have not made the amount, we reviewed your file for last year and found that you were very irregular in payments .we constantly tried contacting you but you have never responded to our calls. As per the contract we are canceling your account and assume that you are going through financial crisis and would like to sort things with us.

We request you to call our customer service center and we can discuss different ways of payment so that you can be back on track, but for now your account is cancelled. Your business is very important to us and we hope that you are out from this difficult time soon. We appreciate the association with you and look forward to solve the crisis and continue the relationship.

Sincerely,

Your name.

Dear Name,

This is in regards to your poor attendance; I have noticed from past three months you have been taking unplanned leaves. Well once in a while it’s understood that that could be some personal reason .But you have been missing from work from past one week and you come back saying your sister was not well and was hospitalized. It’s really annoying that you dint even bother to inform or pick up the call when called. I have checked your leaves you have availed all your leaves and not left with any more. Also you already have taken 10 unplanned leaves. You know as a company policy a person cannot avail more than 2 unplanned leaves in a month. It’s only allowed in emergency cases, but as per my records you have been taking leaves every month and this is effecting your production which in turn effects the team

I have been questioned by the seniors. Please take it seriously or will have to face the consequences.

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

Sincerely,

Your name

To

The employee name

Address

City state and zip

Sub –Warning letter

Dear name
It has been observed that you have not been attending office from (date).

We have tried to contact you several times and even left message but you neither responded back nor attended office. This is the second time such an incident is happening last year also you dint come to office for a week and later informed that there was a death in the family .We later found out that it was a lie and you have been given a warning letter.

You are therefore, directed to attend office from ( date) and provide an explanation as to why relevant action should not be taken against you for your misconduct, failing, which it will be assumed that you do not have any explanation and is not interested to join back.

If there is no communication after the date given then it will lead to your termination.

Kindly treat this as urgent

For, company name

Your Name

Designation

WARNING A EMPLOYEE

Ms/Mr. ______________

Address

Date: ___________

Subject: Warning

Dear Ms/Mr. ____________

We bring to your attention that management has received many complains about your conduct with the other staffs. There are also complains of you using your post against the employees at the lower post use and influence them. You have been also found to use office material for your personal use.

We consider it as the serious breach of conduct and take it as an act of threatening your co workers. We warn you of strict actions if you don’t improve your behaviour and bring changes in your conduct. We hope that you will work in coordination with your staff to bring good results.

We hope that this letter will act as warning in advance to avoid complications in future. If you have any say in this regard you may feel free to contact any person in management and report your grievances.

We expect you to have a good behaviour and observe good conduct hereafter.

Yours

Name

Designation

Getting away after doing wrong things is not easy these days. Every organization has its systems in place to keep a tab on what is happening around vis-à-vis their employees. Systems such as surveillance cameras or regular inputs from HR department or organization’s own informers are various ways to keep a check on the happenings around. Salaries have increased manifold and so have the expectations. If an employee falls little short of the expectations, s/he is warned to pull up.

A Warning Letter is a letter that is given to an employee when s/he is not performing up to the mark. It is purely an official letter that is written by a representative of the organization under unavoidable circumstances. A Warning Letter is a red-tag on the employee’s record. But most companies give a few verbal warnings before issuing an official warning letter.

Since a Warning Letter is the one that has been issued because of inappropriate behavior or work pattern by an employee, the tone should be firm but not rude. Only the reason for issuance of the letter should be dealt with in the Warning Letter. Careful use of adjectives or words should be done while writing this letter. Mahatma Gandhi said, “Deal with the problem and not the person”, it is always advisable to address the problem and not to get personal with the individual concerned.

The date of the Warning Letter should also be clearly mentioned. The repercussions of not respecting the warning being given in the letter should also be highlighted so that the individual is aware of the actions that can be taken against her/him. A copy of the letter should always be signed as acknowledgement of receipt by the individual to whom the letter is being issued for any legalities involved.

DO’S AND DONT’S OF WARNING LETTER

• A Warning Letter is purely an official one so the tone should be very firm
• Efforts should be made to only address the problem or issue in the letter
• Do not get personal about the individual to whom the letter has been issued
• Ensure that appropriate adjectives are used in the letter but only the ones that do not sound insulting
• Two copies of the letter must be printed and one should be kept as acknowledgement from the employee
• The Warning Letter should clearly indicate after how many verbal warnings has this letter been issued
• The date on the letter should also be clearly mentioned on the letter
• The letter must be short and crisp so that it retains its impact
• Repercussions of not going or respecting the warning forms an integral part of the letter
• The letter should be very clear with all points taken into consideration leaving no room for ambiguity

SAMPLE WARNING LETTER

Name and address of employee to whom warning is being given

Date:

Subject: Warning letter

Dear Ms/Mr __________

We have given repeated verbal warnings to you regarding coming late to office every other day. The management has noticed that no heed has been paid to those warnings. So we are writing this warning letter to you. You are requested to strictly start following the office timings with immediate effect failing which we will be compelled to start deducting a day’s salary for every day that you come late to work.

Please sign a copy of this letter in acknowledgement of receipt of this letter.

Hope to see you complying with the company rules.

Best regards,

(Name of signing authority)