Author Archives: Meezes

Request Email for Approval of Travel Expenses

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Request letters or emails are written in various situations. Their purpose is to get some favor from the recipient. They may be written to ask for donations or volunteers in a charity drive or to get a loan approved. Request letters are also written to get a refund on a broken or damaged product.

They are also written to get any pending payments approved. One such case is when people travel on official assignments and they need to get their travel expenses released from the company.

Students traveling to other schools or cities to represent their school/college or university may also need to write request letters to get the travel expenses issued. Travel expenses include the cost of an air ticket or bus fare. They would also include the hotel charges and food expenses.

The letter would follow the format of a standard business letter and would begin with the contact information of the sender, followed by the date of sending the letter, and then the receiver’s contact information would be given. Mentioning the date is important for record-keeping purposes.

Then the subject of the letter is written so that the receiver can get to know what the letter is about in one glance. After that, the main body of the letter comes.

In this part, the sender explains the reason for writing the letter and after giving the background asks the receiver for a favor. If there is any time sensitivity to the demand, it is mentioned clearly. If you have any receipts, copies of the contract, or any other document which can help to strengthen your request, attach their copies to the letter.

The letter is then ended on a positive note and the sender puts his/her signature at the bottom. In the case of email, the digital signatures are added at the bottom.

It is always a good idea to edit and proofread the letter before sending as a poorly written letter is counter-productive and may end up harming the cause. As they are usually written to someone in an authoritative position, hence the tone should be polite and courteous yet formal.

The letter should be kept brief as that is more likely to be read and the request accepted if it does not take up too much of the receiver’s time.

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Dear Mr. [name]

I [name], [designation] in [department name] am writing to request you to approve my travel expenses. I am going to [country name] on [date] to attend the [name] conference on behalf of our company. I will present our company’s contributions in this field and share our experiences with the other delegates. Since it is an official assignment so as per the contract, the travel expenses would be covered by the company.

I am sharing an estimate of the amount including the price of the air ticket along with hotel fare and food and transport charges. Please consider this matter at your earliest as the conference is on[date] and I have to get all the tickets and hotel room booked before [date]. I would really appreciate it if you could give this issue your attention at the earliest.

Looking forward to your cooperation.

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Dear Mr. Principal

I [name], the Head Coach of the football team, am glad to inform you that our school’s football team has qualified for the semi-finals of the Interschool football competition. The Semi-Finals are to be held in [city name] on [date]. Our team would be traveling there on [date]. I want to request you to please approve the travel expenses for the team which includes [number] students and [number] staff members.

The expenses would include the booking of air tickets, hotel reservations, food allowance, and transport charges for the vehicle to take us from the hotel to the venue and back.

Sir I would like to congratulate you once again on this achievement. It definitely has to do a lot with your personal interest, kind patronage, and encouragement that our Football team has come so far. The students are really excited and rooting for our team who are very motivated and excited. As their coach, I am very hopeful about reaching and winning the Finals. This is the first time our team has reached the semi-finals in the last ten years.

Sir the team has to reach [city name] by [date] so please approve the travel expenses so that we can proceed with the hotel reservations and ticket booking in time.

Looking forward to your consideration.

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Thanking Email for Receiving Laptop

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Expressing gratitude is important because it deepens our relationships, both personal and professional. Research has proven that people who show gratitude are more optimistic and happier than others. When we appreciate others, our mental and physical health improves. There are many ways of expressing our gratitude, one of which is writing a thank you letter or email.

Thanking letters/emails are usually written by individuals, to a senior/boss or a mentor/teacher. it can be written to anyone who has done you a favor, helped or guided you in some way, or gifted you something.

Since a thankyou letter is usually written to someone higher in rank than you, the tone should be respectful and formal yet cheerful. Address the person by their name or designation, according to the situation. Explain why you are thanking them and tell them what difference their gift or favor, or help has made in your life.

Tell them how motivated you feel due to this and assure them that you will work harder in the future. End the note by thanking them once again. In the end, write your name and the date on which the letter is being sent. Be sincere in expressing your feelings and avoid flattery.

Avoid making the letter unnecessarily long. Check the letter for grammatical and spelling mistakes before sending it as a letter full of mistakes might have the opposite effect and offend the receiver.

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Dear Mr. Principal,

I [name] from grade [number], am writing to thank you for the laptop I received, yesterday in recognition of winning the Interschool Debating competition. Sir, it was a huge responsibility for me to represent our school in the competition and I worked very hard in writing my debate and then did a lot of practice.

Winning the competition was an honor for me but your appreciation and the love and respect from my teachers and fellow students is what has made this win even more special.

I want to thank everyone both, for their support and prayers before the competition and for the love, they have showered me with, after the win.

I have always wanted a personal laptop and receiving it as a prize feels like a dream come true. This has motivated me to work harder and put in more effort in academic as well as extra-curricular activities. Your encouragement has inspired me to strive for excellence in everything I do because as they say, “Anything which is worth doing, is worth doing well”. I promise you that I will not let you down and strive hard to bring laurels to the school in the future too.

In the end, I would like to thank you once again for your generosity and appreciation and also for providing me and my fellow students with opportunities such as this debating competition. It is due to challenges like these that we explore our talents and try to put in our best.

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Dear Sir,

I [name] from [department name] want to thank you for the laptop the company has given me on passing [name] certification. It was my dream to work in this company with you as my mentor. When I was selected for this certification, I was honored but I was also under immense pressure as I realized that the company was making a huge investment in me, and I had vowed not to let you regret this decision.

It was not an easy path, and it took a lot of effort and hard work to reach this point. It was due to your guidance and help that I have been able to achieve this. I learned a lot during this certification course and hope to apply all that in my future projects.

Your appreciation and recognition of my hard work mean a lot to me and I want to express my gratitude both for my selection and for the prize given upon successful completion. I want to assure you that I will keep on working with the same enthusiasm and always try to be a source of pride for the company.

Thanking you once again for your patronage.

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Resignation Letter due to Bed Rest

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When employees have to leave a job, they write a resignation letter.  A resignation letter is a formal request from the employee that they can not work for the organization any longer, due to one reason or another. There could be various reasons for that for example, they could be shifting to another country or moving out of the city. They may have found a better job opportunity, or it could be due to personal problems or health issues.

Whatever the reason may be, a resignation letter should always be formal and polite. It should have all the details about the employee so that there is no issue with their identification. It should also include all the relevant information like the last working day that the employee would be coming to the office. Along with the request to clear their dues. It is better the employee clearly states the reason for submitting a resignation letter.

A standard format of the letter is as under:

Greeting:

The employee would start by greeting the appropriate authority to whom their resignation letter would be submitted. It is usually submitted to the head of the human resource department who then forwards it to the relevant authorities.

Introduction:

At the beginning of the letter, the employee should give their complete identification such as employee number (if any), department name, etc.

Main body:

Then they should explain why they are leaving the job. what would be their last working day and if there were any particular date before which they would like their dues to be cleared, it should be mentioned. Especially in the case of moving to another city or country, the employee might want the financial issues and other clearance to be completed before a certain date. This date should be clearly communicated in the resignation letter.

Concluding paragraph:

In the end, the employee should thank the employer, for providing them with an opportunity to showcase their talent and helping them in their professional growth. They should wish them well for the future and end the letter on a positive note.

The letter should be checked thoroughly before sending, to avoid any grammatical or spelling mistakes.

Do not include any unnecessary information in the letter and neither should any important information be left out.

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Dear Mr. (name)

I am writing this letter to resign from my current position as (designation) in (name of the) department. I have been working for this company since (year). In all this time I’ve learned a lot and have been blessed with some excellent mentors, whose able guidance and kind words have helped me through a lot of difficult times and taught me a lot, professionally and personally.

However, as you understand I had a horrible car accident last month which left my lower limbs paralyzed. My doctor has advised me to take complete bed rest to increase my chances of recovery. I cannot continue working in this condition and I feel that it is it would be appropriate to hand in my resignation.

I am extremely grateful to you for your compassion and the support you extended after my accident. I would forever be indebted to the compassion and kindness showed by the management and my colleagues during this difficult time.

Wishing you all the best for the future.

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Respected Mr. (name)

I (name) have been working as (designation) in (name) department since (date). I love my work and getting hired by this company was a dream come true. I had a wonderful experience working here but now I am writing to submit my resignation letter as my doctor has advised me to take complete bed rest and I cannot continue working due to my medical condition.

I am attaching all the relevant documents and a certificate signed by my doctor to this effect. It was an honor to serve in this company and I had a very enriching work experience. I have had good luck working with some excellent mentors who taught me a lot and guided me through a lot of very difficult projects.

I would be indebted to my team members who showed immense compassion and understanding during my disease, but I feel that to continue working in this condition would be unfair both to me and to the company as I will not be able to give my 100% to the work any longer.

(date) would be my last working day in the office and I would be very grateful if you could instruct the finance department to process my pending arrears and clearance before (date2) as I am traveling abroad to get treatment for my condition.

Wishing you all the best for the future and looking forward to coming back with good health and once again becoming a part of this wonderful institution.

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Letter of Absence due to Workload Demand

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Save -1: Academic

Dear Sir, I am writing to request you to excuse my absence from the class on (date) and (date). As you know that I am doing this executive MBA, along with managing my personal business. As the festive season is approaching, we are receiving a lot of orders.

Although it is very good for business, it is becoming increasingly difficult for me to manage the workload along with attending the classes. I am fully aware of the importance of being regular but due to the increased frequency of orders and their time-sensitive nature, time management has become very difficult for me.

I intend to cover all the lessons I am missing out on and have already started gathering the notes. Also, I have started delegating responsibilities at work so that I can be regular in my studies and not miss out on any more lectures. I have completed the assignments which were to be submitted in these classes and I will submit them today to your teaching assistant.

I hope you would understand my problem and forgive me for the late submission of the assignments as I was late not because of slackness or neglecting my studies but due to workload demands.

Looking forward to your understanding and compassion.

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Rich Raymond,
Head of XYZ Company
23, Hall Road
New York, US

Subject: Leave of absence due to enormous workload demands

Date: 28th October 20XX

Respected Sir,

It is respectfully stated that I, Martin Josh, have been working with XYZ company for 5 years. I joined this company as an intern after my graduation and with the passage of time, I have been promoted to the rank of manager.

Currently, I am heading for a team of 5 members under the name of the marketing department. All of us have been working in coordination with other departments to secure more projects and head in the direction of success.

We have suffered a lot due to the negligence of a few employees but their absence from their respective departments has made our company stronger and ready to face challenges.

In the last 2 months, we got 5 projects from multinational companies that contributed massively to our progress, but it was very hard work. Most of the departments remained at the office till 2 am, discussing strategies and making action plans. These past few months have been a roller coaster ride for me and team members as well because we had to make marketing strategies, test their outcomes, share them with clients, and then make changes.

It was a very long process but after a few trials and errors, all strategies were approved by the clients, and they were very happy with the results. Securing these projects had positive impacts on our portfolio and many other mega projects might be secured in the future as well.

Because of the immense workload, my health has suffered a great deal. I work continuously and didn’t keep my health in check which is why I am suffering from back pain and muscle contraction. I have visited a specialist and my reports suggest I take a complete bed rest of 2 weeks.

Therefore, I seek your permission to excuse me from work for 2 weeks so that I can regain my health and work again with full strength and a healthy mind. I know you treat your employees with empathy and understand their situation. Your kind nature allowed me to write this letter of absence.

During my absence, any member of my team can step up and lead. I will always be available by phone or email for any important discussion or meeting. I hope you consider my letter and allow me to rest.

Anxiously waiting for your response.

Regards,

Martin Josh
Manager at Marketing Department
Contact: 789 789 469

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Notice for not Wearing Safety Shoes

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It is obligatory to wear safety footwear in settings where there’s a danger of the worker’s feet getting damaged or hurt by rolling objects or fear of sharp objects present on the floor, which can pierce through shoes. The government has made federal agencies that enforce rules and regulations to ensure workplace safety.

Wearing Personal Protective Equipment on the worksites is also addressed in these operating procedures. If these rules and regulations are violated, heavy fines may be imposed on the company, in addition to lost work hours and employee dissatisfaction.

Hence companies try their utmost to make their employees abide by these rules and regulations. They do that by issuing the employees with Personal Protective Equipment and regularly monitoring their usage to ensure that no one comes to the worksite without wearing it.

If an employee is found guilty of non-compliance, they may be issued a notice or a warning letter depending on the severity, gravity, or frequency of the act. The following points should be kept in mind when writing a letter in such a situation:

  1. Address the person with their name to make them feel accountable.
  2. The tone should be firm and clear.
  3. Start the letter by stating the facts of the issue at hand, along with the date of noncompliance (dates in case of multiple instances)
  4. Clearly inform the employee about the consequences of non-compliance both for them and for the company.
  5. Clarify that this letter should be considered a notice and a repetition of the said offense would result in termination of the employee.
  6. End the letter on a hopeful note saying that you look forward to seeing them act more responsibly in the future and you hope that you have conveyed the gravity of the situation to them.
  7. Check the letter before sending, it for grammatical and spelling mistakes as they would undermine the seriousness of the situation.

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Dear Mr. (name)

This letter is being written to notify you that you have been found to be in non-compliance with laws concerning the wearing of protective equipment on the worksite. As you know that the worksite is littered with sharp nails and other objects which may pierce the sole of regular shoes and hurt your toes and feet. This would not only result in personal injury and hurt but also bring a bad name to the company along with heavy fines.

The company policy is very clear about such situations. Our employees’ safety is our prime concern, and we cannot take such negligence, lightly as it would encourage others to follow suit and can result in a much bigger incident.

However, looking at your past performance and the fact that you have violated this rule for the first time, the management has decided not to impose a fine on you but consider this letter notice and in case of a repetition of the same mistake, you will find your contract terminated.

Looking forward to an improved and more responsible behavior on the worksite.

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Dear Dr. (name)

It has come to the notice of the hospital’s management that on (date) you entered the post-operative care unit without wearing any protective foot equipment and without covering your shoes. 

As you know that post-operative care is a very sensitive area and the patients are extremely prone to getting infected, immediately after their surgeries have been done. So, it is important that the area is kept sterile. You are a doctor and should not need a reminder of the sensitivity and importance of this issue.

Consider this a notice and ensure that this behavior does not get repeated or else you will be banned from entering the operation theatre and post-operative care unit for a month and the gap that this would cause in your training would be your own fault.

In addition, a fine of amount (amount) would be imposed. We wish that you understand the gravity and the seriousness of this situation, as infections picked up after surgeries are very hard to combat and can prove to be deadly for the patient. Immense care is required to ensure the patient’s safety and this type of negligent behavior cannot be ignored or taken lightly.

Looking forward to more responsible behavior in the future.

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Eid Greeting Letter to Staff

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Research has shown that businesses that respect their employee’s religion and celebrate and support them on their religious holidays benefit from this practice because this results in employee satisfaction which improves the turnover and loyal employees always work harder and with more commitment and dedication.

Eid is a religious festival celebrated by Muslims all over the world. It comes after a month of fasting and is celebrated with religious zeal and fervor. Wishing your Muslim staff members on this joyous occasion would make them feel valued and would give a clear message to all the other employees that any type of religious business would not be tolerated in the workplace.

Usually, an Eid greeting letter is written by the management to wish all staff members on this blissful occasion. The following points should be kept in mind when writing this letter.

  1. Since the letter is addressed to all the staff members, it should have a greeting like ‘Dear All’ or ‘Dear Staff’.
  2. The tone of the letter should be formal but festive and merry.
  3. The letter does not have to belong. In fact, it is better that you keep it short and concise.
  4. The tone and words used should be sincere and reflect the sender’s good wishes.
  5. After wishing the staff, you should announce any Eid vacations you are giving. State the dates and days clearly to avoid any ambiguity.
  6. If you are giving your employees a bonus, mention that in the letter.
  7. Clarify, if some of the staff members would stay on call during the holiday. Also, give out the contact details of the person who should be contacted in case of any queries.
  8. End the letter by greeting the staff one more time and wishing them a blessed Eid.

Always proofread and edit the letter thoroughly before sending, as spelling and grammatical mistakes undermine the letter’s authority.

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Dear All,

On behalf of the senior management of the [name] bank, I want to wish you a very Happy Eid. We hope that your Eid is full of bliss and contentment and you enjoy it with your family in health and happiness.

We want to take this occasion to thank you for your dedication. Serving [number] plus people every day while fasting is not a simple task. Public dealing requires patience as it enables us to avoid conflict and undue stress in the workplace.

Also only by being patient you can deliver your message effectively and understand the client’s problem/requirement. As a means to convey our gratitude for putting in the long hours, we would like to announce a bonus of [amount] % in the salary of all our staff. The Bank would remain closed from [date] to [date].

May Allah bless you with love, laughter, and light. Wishing you and your loved ones a very Happy Eid.

Yours sincerely.

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Dear All,

The management of [name] hospital wishes all our doctors, paramedical and support staff, a very Happy Eid. On this auspicious occasion, may your homes be blessed by love and warmth and the divine light of faith. We want to take this opportunity to thank you for your continued hard work and dedication.

You save lives every day and ease the pain of many others. You heal not just with the medicines you give but with your kind words which give hope to the patients.

No matter what capacity you are serving in, your contributions matter. It takes everyone’s effort and contribution to run things smoothly. The work you do is not just a job but we believe that it is an act of worship.

Especially in this pandemic, the courage, hard work, and compassion shown by all of you are truly commendable. To show our appreciation, we have decided to give everyone a bonus of [amount] %. We hope that this Eid is a very joyous and happy occasion and you enjoy it to the fullest.

From [date] to [date], only the emergency department would be operational. The remaining staff would be on leave. However, the consultants would stay on call in rotation. The roster for rotation has been shared with the departments.

If you wish to exchange your duty days or have any other concerns in this regard. Please get in touch with Mr. [name] in the HR Department.

Wishing a blessed and exuberant Eid to you and your dear ones.

Yours Sincerely.

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Absence Excuse Letters for Various Common Reasons

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#1 Due to injury

Subject: Absence excuse due to injury

Dear Sir, I know we had planned to see the last rugby match together. I am extremely sorry for I did not accompany you due to a severe injury. Due to this reason, I had to cancel this program. To me, this was the most awaited event because we were meeting after a long time.

I was going back to my home on 10th of March when I met with an accident. My car collided with a truck and I got some serious injuries to my head and neck. My 3 ribs were also broken. I remained unconscious for the whole week due to the injury. When I regained my senses, I was kept in ICU for three more days. I lost my all contacts due to this accident because my cellular phone was also damaged.

The severity of the matter did not allow me to inform you because I was out of my senses and even after gaining my senses I was not allowed to talk.

Now, I want to offer my sincerest apology for missing our meeting. I hope you will forgive me for keeping in view the whole situation. By the grace of God, I am able to communicate and walk a little bit. I am recovering fast but doctors have advised me complete bed rest for two months. Our meeting is still a priority for me because we have never met after graduation. I would appreciate it if we could reschedule our meeting after I get complete relief.

I am waiting for your response.

#2 Death in the family

Subject: Excuse from work due to death in the family

Dear Sir, I am feeling embarrassed and offering my apology for the misconduct in the form of sudden and uninformed leave. It all happened unconsciously, and the situation was beyond my control.

Last Friday, when I was busy executing my duties, my son called me and told me the shocking news that my aunt has passed away. Her sudden demise made me extremely sad and I, in a state of emotional stress, left the office without informing you. While doing so, I completely forgot that you have nominated me for attending the annual company meeting which was held the next day after the death of my aunt.  

My aunt lives in a remote area, and I had to travel there with my family. I was caught up in necessary burial ceremonies and my presence was essential. I was unable to contact you because I was out of the connectivity area. I reckon I should have informed any senior before leaving. The reason for such misconduct was that I completely forgot what to do in haste.

I know that my misconduct has made me eligible for your wrath. Even then I submit my sincere apology and want to compensate for the great loss which was born by the company owing to my absence.

I request you to overlook my mistake and look again into the matter before making any hard decision. At the same time, I ask for your pardon. Alternatively, I am ready to accept any additional duty assigned by you.

I assure you that such misconduct will never be repeated in the future.

#3 Due to internet connection

Subject: Excuse due to internet connection

Dear Sir, I sincerely apologize for missing my yesterday’s class due to a poor internet connection. It was not working well.  I know it was the most important class of the semester scheduled by you before the final exams. This was the class I wanted to attend.

I had no idea that I would be stuck in the internet connectivity problem. You have arranged this special class for us and I realize that I have missed a great opportunity to clarify all the confusing concepts.

Although I have completed the whole course, I needed some guidance on some topics. I have talked with one of my best friends and he is agreed to help me in this regard. I acknowledge that you covered the whole syllabus on time and explained all the concepts in detail. You left no stone unturned to make us understand the advanced concepts of biology.

Thank you for being with us for the whole academic session and in the end, I again offer my apology for not attending the most important class of the semester.

Your sincere efforts are highly appreciated.

#4 Due to interrupted power

Subject: Excuse of work due to interrupted power

Dear Anderson, I would like to communicate about the delay in the final date of the project submission. According to our agreement, I was supposed to complete the project on [date]. Due to unavoidable circumstances, it took a little longer and was completed one week later than the deadline.

I can understand your inconvenience which has been caused due to late submission of the project, but it all happened due to long and frustrating interruptions in the power supply. For the past three weeks, an extreme power outage was being faced by us. It drastically affected the whole working schedule.

The feasibility report of the project required a continuous supply of power, but the shutdown was so intense and frequent. The power interruption lasted between 3 to 4 hours and was as frequent as four times a single day. This practice continued till the real fault was detected. Such a long interruption is enough to disturb the smooth functioning of any official entity.

When the power supply turned normal, there were left a few days till the arrival of the deadline. I restarted working but it was impossible for me to complete it within such a short span of time. Even then I tried hard with the sincere efforts of my team, but it took us one week more than the deadline.

I have sent the project to your official mailing address. If you require any amendments, please let me know during official working hours.

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Warning Letter to Employee for Stealing Money

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All businesses have a standard SOP predefined to handle different situations which may arise. These include pleasant as well as unpleasant situations. Just as good performance is rewarded with bonuses and promotions; bad behavior like cheating, stealing or any other negative action is punished by penalties.

These may include fines, cancellation of bonuses, postponement of promotion, or at the very minimum a warning.  Warning letters may be written in a variety of situations these are commonly written for offenses that are not big enough to deserve termination nor minor enough to be ignored.

Warning letters are issued by the Human Resource Department after a thorough investigation into the charges leveled against the employee. Any evidence for or against the employee is presented to the disciplinary hearing committee. The employee is also given a chance to defend himself/herself. The following points should be kept in mind while writing a warning letter:

  • The warning letter must be issued in private.
  • The employee must be clearly informed why the warning letter is being issued.
  • The employee must be informed about the consequences of repeating the behavior on which the warning is being issued.
  • The tone must be very formal and firm.
  • The warning letter must be issued timely. It should not be delayed unnecessarily.
  • Edit the letter thoroughly and proofread it before sending it. There should be no grammatical or spelling mistakes, as that would undermine the authority of the letter.
  • After handing over the warning letter to the employee, take the employee’s signature on the letter and keep a copy for office record.
  • The date of the offense for which the warning is being issued and the date on which the warning letter is being issued should all be clearly mentioned.

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Dear Mr. (name)

I (name), (designation) from the HR Department am writing this letter to warn you that you’ve been found guilty of stealing money from the cash register of the departmental store. This is highly unethical and dishonorable behavior, and it will not be tolerated. If you repeat this offense, you will be terminated without further notice and without any severance pay as per the employment contract.

This warning letter has been issued after a thorough investigation into the charges leveled against you. The HR department has obtained CCTV footage of you stealing the money from the departmental store’s cash register after the closing time. We have decided to let you go with a warning only because it is a one-time offense, and you have an excellent record of honest work spanning over (number) years. We value the loyalty you have shown over the years, but this type of behavior will not be tolerated again.

We hope that you will take this second chance seriously and would not repeat this offense.

Looking forward to a positive change.

Yours sincerely.

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I am writing this letter to warn you because you’ve been caught stealing the company’s money. It is your duty to keep a record of the cash which comes from different branches of the restaurant and deposit them in the bank before the day’s end. However, you have been found guilty of stealing money from this daily cash flow which you were trusted with.

This is a very serious offense and a very unethical and highly dishonorable practice. We did not expect such a thing from a professional of your caliber. You have served us for 10 long years and during all this time, we found you to be an honest, hardworking, and loyal employee which is why the management has decided to overlook this mistake and give you a second chance.

But be cautioned that this is the first and the last time we are overlooking such an offense and any repetition of this behavior would force us to terminate you without notice. Also, termination on such charges would deprive you of any severance pay or benefits as clearly stated in your employment contract clause number (number).

We are sure that you would understand the gravity of the situation and would not give us a reason to terminate you.

Looking forward to improved behavior on your side.

Yours sincerely,

Name
Designation
Date

Signature

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Termination Letter for Cheating the Company

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Every company has some rules and regulations which govern the day-to-day running and these rules define the role and duties of employees. They define what is allowed and what is not allowed also how the company would deal with minor mistakes or major offenses of the employees is clearly defined in advance.

For small issues, the employee may be given a warning letter or they may be fined but some offenses are unforgivable and result in the termination of the employee. This is important to maintain order in the organization and stop people from misappropriations and negligence.

Termination letters are written in various situations. when an employee is found:

  • to be guilty of behavior injurious to the reputation of the company.
  • to be guilty of deliberately causing loss to the company.
  • to sell out the trade secrets.  
  • to be cheating the company with time or money or both.

In all these cases, the human resource department conducts a thorough investigation, as a fair investigation and a chance to give an explanation is every employee’s right after that if the employee is found guilty, a termination letter is issued. Some important points that must be mentioned in the termination letter are as under:

  • The employee who is terminated should be clearly told exactly what their offense was.
  • They should be told whether they would get severance pay or not. This decision depends on the nature and severity of their offense.
  • A reminder should be given if any confidentiality clause was present in the employment contract.
  • The date of termination and the date till which the employee is entitled to pay must be mentioned clearly.
  • The contact information of the person who would deal with the clearance of any remaining financial dues must be given.
  • Give a deadline to return any company facility like a car, computer, etc. provided to the employee.

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Mr. /Mrs. [name]

I [name], [designation] from Human Resource Department am writing to inform you that the disciplinary committee has reached a decision in regards to the investigation of charges leveled against you. We regret to inform you that you have been found guilty of cheating the company and hence you are being terminated with immediate effect. You were given a fair chance to defend yourself however the evidence against you is very strong.

It was your responsibility to oversee the shipment of the cotton bales leaving the factory and ensure that nothing leaves the factory without proper documentation. You abused your power to smuggle out a significant chunk of the product and sold them for personal profit. This highly unethical and inappropriate behavior cannot be tolerated and we are extremely disappointed in you.

Tomorrow i.e. [Date] is your termination date and you are not allowed to enter the premises after this date. You are not eligible for this month’s salary and your provident fund, as per the [number] clause of your employment contract. In addition, you have to pay a fine of [amount] by [date]. The company reserves the right to take legal action against you if you fail to comply.

We would like to remind you that you are bound by the non-disclosure clause in the employment contract and if we find any evidence to the contrary, we are going to take strict legal action. Please return the company laptop within three days of receiving the termination letter.

We are attaching the disciplinary committee’s written report. We advise you to go through it thoroughly and work on the error of your ways.

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Mrs. [name]

I regret to inform you that you have been terminated with immediate effect. You have been found guilty of stealing the salon’s equipment and beauty products. The complaint against you was thoroughly investigated and I have reached this decision after seeing the security camera footage in which you can be clearly seen, putting the facial creams and scrubs in your bag.

I have also come to know that this was not a one-time offense but there are multiple videos of your thievery. A few customers have also come up with the claim that you offered them salon products at a discounted rate if they were to buy them from you.

This is a highly unscrupulous and unethical practice and I have zero tolerance for this type of cheating in my beauty salon. I trust my employees and this trust is important for the smooth operation of the business.

At the same time, it is very important to have zero tolerance for cheating as one bad apple spoils the lot. I do not want my hardworking and honest team to get corrupted by your example.

As your cheating has been proved, you no longer deserve severance pay or any other benefits as per the employment contract. Your termination is with immediate effect and you are banned from entering the premises.

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Complaint Letter about Expired Milk

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Complaint letters are written in a variety of situations. They are a very effective means of communicating your dissatisfaction with merchandise or a service, to the concerned authorities and this is the first step to fixing any problem.

Complaint letters can be written by individuals or businesses. Similarly, the recipients can be individuals or businesses. Regardless of the issue at hand, the complaint letter should always be written in a polite and non-accusing tone as the basic purpose is not to accuse or offend anyone but to find a solution to the problem.

The letter should be written in a formal tone to highlight the gravity of the situation and it should list all the facts preferably with evidence in chronological sequence to avoid any ambiguity.

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Subject: Complaint about Expired Milk Delivered on [DATE]

Respected Sir,

I [name] am serving as [designation] in the management department of [name] Mega Mart. I am writing to you in reference to the batch of tetra pack milk we received from you on [date]. You have been our primary supplier of dairy products for [number] of years and we have a dedicated customer base for your products and we have never received a complaint in the past. As you know that we receive a fresh batch from you every Monday and every batch is identified by a unique identification number.

The issue we are currently facing is that in the past one week, we have received multiple complaints that your brand’s milk that the customers bought from us, was expired. The customers had brought back the milk cartons for evidence and upon inspection, their claims were verified. We have traced the problem back to the batch delivered on [date]. Almost all the cartons in that batch have been received back with complaints of being expired.

We cannot identify the issue as at our end the cold chain was maintained and proper SOP was followed in handling the milk. Also, the milk from other brands is perfectly well so the problem must have originated at your end.

As you are well aware that according to our Mart’s policy we offer a complete refund to the customers in such a situation and according to our contract with you, you are bound to refund the amount back to us after confirming the claim. We are attaching a copy of the complaint forms filled by the customers to get a refund.

Please look into this issue at the earliest and refund the amount due to us or we can deduct it from the future payments, whatever suits you. We are open to suggestions and welcome any other way of refund such as installments etc.

Looking forward to a positive and expeditious response from you.

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Subject: Complaint about expired milk on [DATE]

Dear Manager,

I am writing you to complain about the expired milk I purchased from your store on [date]. Until [date] I had enjoyed coming to your departmental store for grocery and other services. Unfortunately, my last visit didn’t go well. With a lot of displeasure, I demand you take the necessary measures to solve my problem.

I am a resident of [XYZ] colony. On the aforementioned date, I came to your store and ordered a large pack of Dairy gold milk pack which is famous for supplying high-quality dairy products across the country. I want to inform you that my child became seriously ill after consuming the milk I bought from your store.

My wife fed some milk to the child. A couple of hours later, he started vomiting. I took him to a nearby hospital and came to know that he suffered from severe food poisoning as a result of consuming expired milk. I spent 500 US$ on my child’s gastric treatment and medicine (copies of bills are attached). After completing the prescribed procedures, I returned home and checked the expiry date printed on the tetra pack. It turned out to be expired!

This situation caused me a lot of anxiety at that time. I always check every product for its expiry date. The irony of fate was that I could not do so that day due to a hurry. Anyhow, it was your duty to check the stuff for its expiry date and replace it with a fresh and new one. My child is my life and he had to face severe gastric problem due to your staff’s negligence.

As an indemnity, you are liable to pay me 500 US$ in lieu of hospital expenses. Alternatively, I shall be forced to take this matter I consumer court where indemnity will become manifolds. To avoid frustration and to show me your gesture of interest in my problem, you are required to comply with my directions till the 10th of this month.

I hope you will take the necessary steps in this regard as soon as possible.

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