Author Archives: Meezes

Email for Reimburse of Internet Expenses

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We often have to apply for reimbursement when we pay for the thing on our company’s behalf. The company is liable to pay us for all the expenses we bear from our pocket. This is an agreed-upon term and the employee, as well as the employer, knows that reimbursement will take place at a certain time.

What is an email for a refund of internet expenses:

When an employee bears the expenses related to the internet for office work, he is given a refund. People use the internet for various purposes and they pay for it only when they use it for their reasons. Those who use the internet for office work are paid the internet fee either by adding the fee to their salary or by giving a refund separately.

What do you mean by internet expenses?

By internet expenses, we mean the total bill we receive from the internet service provider for using the internet. They may also include the amount paid by us for getting a new connection, buying wires, modems, routers, and other tools to help us bring the internet in running condition.

Why it is important to write the email when a refund is required?

Most companies have the policy to repay their employees as soon as they inform the company about the expenses. Considering this, we can easily understand the importance of writing an email.

How do write the email for applying for a refund?

It is important to know how to write the email effectively so that fruitful results can be reaped. Follow the tips given below:

Explain why you need a refund:

At the beginning of the email, inform the reader that you need a refund. After reading this statement, the reader might be thinking about why and how this has happened. So, don’t wait for the reader to ask you this question and thoroughly explain that you have tolerated the expenses of the internet for office work. 

Mention the amount to be reimbursed:

Since the purpose of this email is to get a refund, make sure that you provide the right amount to be refunded. Mention the currency in which you have spent money and require a refund. For being more precise, mention the date on which you spent the money.

Discuss the receipt:

In the professional world, you can’t get it if you don’t have any proof such as a receipt or invoice. Therefore, whenever you apply for a refund and write an email to your employer, don’t forget to enclose a receipt or invoice with it. 

Also, inform your boss you have attached the invoice so that he doesn’t miss viewing it. 

Explain when and how you need repayment:

To get the amount to be repaid to you, make sure that you have provided sufficient information to the recipient. This will result in speeding up the process of reimbursement. Provide your account number and other details about where you want to receive the refund.

Close the email by thanking the reader:

Regardless of why you are writing this email, make.

Sample email:

I am writing this email to let you know that I have spent 500 USD on the internet. I was asked to work from home for the whole month of September because of the prevailing conditions of pandemics across the world. The total bill I received after working for the office for the whole month is 500$. Therefore, I am seeking reimbursement for this amount. 

I am attaching a copy of the bill with this email as proof that I have made the payment for the internet that I used for office work. Kindly have a look at this bill and reimburse the amount mentioned on it. 

Please send the reimbursed amount to my salary account. 

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Warning Letter to Employee for Unprofessional Behavior with Customer

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Warning letters are issued by high management or administration of an organization or any other workplace to keep their employees in check. Warning letters are issued when employees misbehave or threaten one another or their customers. Every workplace has certain rules regarding the issuance of these letters. These workplaces hire employees for getting their job done and in return, pay employees for their efforts and award them with additional bonuses and benefits to keep their loyalties intact for their workplace.

The international community of employees makes sure that employees are treated well at their workplace regardless of their region, rank, and cast. These communities ask employers to provide basic rights to employees so that they can protect themselves in hours of need. Employees are allowed to speak against injustice and professional misconduct.

Similarly, employers follow policies that protect themselves and their businesses. These policies also include topics such as customer care. Customers are the backbone of every business therefore they are treated with utter respect. Every business tries to make its customers happy because businesses flourish through words of mouth. Employers do not tolerate the unprofessional behavior of an employee with any customer regardless of the issue.

Employers can give warning letters to employees to warn them about the serious consequences of such behavior with customers. Employers have the authority to terminate the contract tract of employees without any warning letter.

Some key features of a warning letter are given below,

  • Warning letters are formal letters therefore proper salutations are used for addressing the receiver.
  • These letters are short and relevant to focus on the problem at hand.
  • Warning letters describe the cause of the letter in detail to help the receiver understand the situation.
  • The tone of the warning letter is polite to assist employees in changing their behavior.
  • It reminds employees about the serious consequences that they might suffer if the action is repeated.

Sample

It is to bring it to your attention that you have been issued this warning letter upon receiving a complaint from one of our valued customers. You joined this company 3 years ago and your record has been exceptional. I have always had high hopes for you, and I believed that you will go a long way forward if you continue like this.

To my surprise, I received a complaint yesterday from one of our most valued customers. It stated that you showed unprofessional behavior to the client when they came to exchange an article, they have purchased a few days ago. It was difficult for me to believe that this situation happened, so I investigated this matter myself in different ways. I asked all the employees working at that time and asked them about what they saw.

Additionally, I also checked CCTV footage of the event to understand this matter more clearly. Unfortunately, all fingers are pointed toward you telling you you are the actual culprit. A customer wanted to exchange the article they had not used but removed labels and price tag. I know we do not entertain such requests, but the matter could have been resolved politely but your anger kicked in and you misbehaved with those customers.

I have a zero-tolerance policy against unprofessional behavior with customers and hand out the termination letter to such employees but looking at your track record, I have issued a warning letter only. If such a situation happens again then you will be receiving a termination letter and will also be facing serious consequences.

Unprofessional conduct not only loses clients but also puts a bad impression on other employees. Customers are going to update all social media forums about your conduct which will lead to reduced sales and low business value. Moreover, news on social media impacts thousands so it has severe adverse effects on the business.

I will not tolerate this unprofessional attitude again; therefore, you are advised to manage your anger issues and apologize to the customers personally. You should request customers for their forgiveness and assure them that this scene will never be repeated.

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Address Change Notification Letter

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Many of the services we need in day-to-day life are delivered at our homes, for example, a mineral water company requires your address for the weekly water delivery. Children’s schools require the address to deliver the fee challans, results, and other documents related to their studies.

Banks require the current address of the customers for delivering bank statements and other important documents. Similarly, newspapers and other online subscriptions which arrive monthly/weekly all require the correct home address to make the deliveries timely.

Similarly, in business, it is important that all the contacts be it the customers or the suppliers, should have an accurate address to avoid any confusion or loss. Hence, it is important that whether you shift your home or business all your contacts should have the new address in time.

An easy way to ensure that everyone gets to know about this change is by writing a formal letter. The letter announcing the change of address should have a formal tone and it should clearly state the last date up to which you are using the last address and the date after which the new address is to be used. It should include the complete new address along with complete street addresses and the area zip code.

The language used should be formal and clear. Do not give out unnecessary or unrelated information. Keep it short and concise while communicating all the relevant details. Use neither slang nor very flowery language. Another important point to remember is how to address the letter.

The letter should be addressed to the proper authority who can ensure that the delivery address is changed timely. In the case of businesses, a change of address notification should be sent on the company letterhead so that it is taken seriously and given due importance. The address on the letterhead should also be changed accordingly.

The exact contents of the letter would differ slightly depending on whether it is being written by an individual or a business but generally, the following pattern would be followed.

  1. Greeting: As mentioned before, the letter should be addressed to the appropriate person who is responsible to keep a track of the customer’s address in the respective company’s records. You can greet the other person using the formal title like ‘Respected General Manager’ or they can be addressed by their name for example ‘Dear Mr.[name]’.
  2. Introduction: The next step would be the writer’s introduction. It must be stated clearly who is writing the letter. It should also be clarified; what services the writer was taking from the recipient. Also, the old address at which the deliveries were being made should be mentioned. In the case of businesses, the employee writing the letter should also mention their department name.
  3. Main body: After this, the new address is given. The address should be complete and there should be no ambiguities. For example, if there are multiple street names mention both. Or if there is any famous landmark which can be used for finding the address quickly, it should be mentioned for example ‘ABC road next to the XYZ market’. The address should include the phone number so that if the mailman/ delivery man cannot find the address they can call and inquire about the exact whereabouts. It should also include the date of shifting or the date after which the new address would become effective.
  4. Closing statement: The letter should end on a positive note giving a contact number to resolve any queries.
  5. Salutations: In the end, the name of the sender should be written.

A sample letter

Subject: Address change notification for [X[

Dear Mr. [name]

I [name] am a resident of [address] and we get our drinking water from your company. Our account reference number is [number].  I am writing to inform you that we are shifting our home and would like to continue getting water from you at the new address.

Our new address is as under:

House no: [number],
Street [name],
[Area name]
[city name]
[phone number]

Looking forward to continued business with you.

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Payment Request Letter to Government Office

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The government offices often take services from private firms. These include a wide variety of areas including interior decoration services for government offices, construction services, office furniture and equipment procurement, catering services, etc. Mostly some initial payment is made with the remaining amount to be paid after the completion of the project.

The rates, time frame of payment, and other details are already settled between the two parties. Sometimes even after the completion of the projects, some payment is outstanding. To recover this outstanding payment, sometimes a payment request letter is written. These are also called outstanding payment recovery letters.

The purpose of these letters is to communicate the amount still due, decide upon a payment plan and decide its terms. The exact contents of the letter would vary from case to case but a general outline would be like this:

  1. Greeting: The letter would begin with a greeting. Since it is being written to a government official it would be addressed to the official title.
  2. Introduction: Next the writer should give his/ her introduction which should include their name and designation and the company name on whose behalf they are writing.
  3. Background information:  In clear and concise terms, the issue would be described by giving all the basic facts of the matter. The following information must be mentioned in the letter to ensure maximum clarity:

    >The date when the contract was signed
    >Date of completion of the project
    >Receipts of any payments made to date
    >Original due date decided for the outstanding payments
    >Remaining outstanding amount
  4. Repayment plan: The next step would be to describe what needs to be done now. This would include:

    >Expected timeframe for the return of the remaining payment.
    >Detailed contact information of the person to be contacted to discuss the payment plan.
    >Preferred mode of payment and account details.
  5. Closing statement: The letter should end on a positive note expressing the wish that the payment would be made soon and the issue would be resolved timely.
  6. Ending: The letter would end with the sender’s signatures and their complete details like designation, contact number, and email address.

Proofread the letter thoroughly before sending it. It is important that the letter has no grammatical or spelling mistakes as that would reduce the impact of the letter and leave a bad impression. This letter would be written on the company letterhead to give it the formal and professional look the occasion demands.

Sample Letter

Subject: Payment Request to Government Office

Respected Sir/Madam.

My name is [name] and I am the [designation] at the [company name]. I am writing to bring to your notice the matter of outstanding payment for the renovation project we did for you. Our firm was assigned the task of renovating the government guestrooms in [location]. This included painting the indoors and landscaping the garden. It also involved the procurement of new furniture and décor items.

An initial payment of [amount] was made. The remaining amount was to be paid within two months after the completion of the project. The project was completed and handed over on [date] but we still have not received the remaining amount. Our office contacted you on multiple occasions to clarify this issue but we did not get any satisfactory response.

Please repay the amount due to us by [date] as we have to pay our suppliers and the late payment is resulting in fines. We are attaching a copy of the contract and the receipt of the payment made till now. We are also attaching an invoice for the outstanding amount. Please investigate this matter at the earliest.

In case of any queries, please contact Mr. [name] from our HR department. his email address is [email address] or you can call him at [phone number].

Looking forward to a positive response from your side.

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Leave Application for Travelling Abroad

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We often write leave applications when we need to stay away, and we cannot do that without getting permission from concerned authorities. This application allows us to stay away without any tension as we get freedom from work during this time period. It is important to remember that this is the basic human right of every employee to obtain leave. 

All those people who are working under someone and have made commitments to fulfill cannot leave the country and take a break without fulfilling those commitments. However, if it is urgent, then they can write the leave. The following people can write this application:

  1. Students who are enrolled in a full-time study program and their absence from the institute can put their academic career in danger can write this application and ask for the permission of their supervisor or teacher before they leave the country
  2. Employees who are working as full-time workers in the company are also required to ask for leave in advance as the work that they are supposed to be doing can be affected if they go without informing anyone

Importance…

Anyone who has committed with someone is not allowed to leave the country and disappear without informing and seeking permission appropriately. Those who don’t write the leave application show that they don’t know what a professional attitude is like, and also pay the price. For instance, when employees leave the country and don’t write their leave, their boss has a right to terminate them from the company and hire someone else in their position. To avoid such circumstances, it is better to come up with an application.

Writing letter…

Whenever you write an application to higher authorities, you always have a purpose to get it accepted in mind. You know that you cannot get your purpose fulfilled unless you write the application in an efficacious way. You can follow the tips given below:

Write your purpose:

An application is more formal than a letter and it includes only pertinent details. Therefore, as soon as you start the body, make the reader know your purpose. Although the subject in the application already does this job, the body elaborates the subject and makes the reader sure about what you are asking for.

Give specifics of your traveling abroad:

Mention in the application that you are going abroad. Mention the name of the country and also tell the reader about the type of visa you have got. Tell me the date on which you have booked the ticket. The duration of the visa must also be mentioned since it will give a clear idea to your boss as to when you will return.

If you must go, do mention it in the letter. This will help you get your application accepted. Make sure that you don’t try to be overdramatic in an attempt to get approval to go abroad.

Make a request:

In the end, ask the reader to accept your leave application and allow you to go abroad for a specific time period.

Read the sample application given below:

Sample leave application for traveling abroad:

It is stated that I am required to travel to the United Kingdom as I have got my visit visa application approved. My ticket has been booked for 24th December 20XX. My visa is for two weeks, and I will return to the country on 6th January, 20XX.

This visa has been sponsored for me by my elder brother and I am required to visit him as he is not feeling well and cannot travel. I am requesting you to kindly grant me the leave for 2 weeks so that I can travel abroad and get some important matters resolved.  I shall be highly obliged. 

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Employee Writeup to Boss for Unprofessional Behavior

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Workplaces are run by hundreds or thousands of employees working tirelessly to achieve goals decided by their employers. The requirements of every employer are different, and employees are bound by contract to provide according to demands.

Although employees are paid for their services, they are paid workers, and their rights can be violated by any employer. To minimize these issues, every workplace devises policy to ensure certain rights for their employees. These rights should be given to every employee otherwise employers can become a victim of the law. All these steps are taken to make sure that employees are treated with respect and are considered individuals.

At many workplaces, employees are allowed to raise their voices against violence, abuse of power, injustice, and other such issues. If any employee becomes a victim at the hands of senior staff, then they can become vocal and forward their complaint to higher authorities.

Employees have the right to write a letter to the Director or CEO of the company about the unprofessional behavior of senior staff. Following tips should be considered while writing the letter,

  • Address the director by using proper salutations.
  • The letter should be concise and relevant. Lengthy letters put a bad impression.
  • Describe all the attributes of your complaint about a better understanding.
  • If needed, proofs can be attached with the following letter as additional information.
  • Use the company’s letterhead for writing a letter to put a good impression.
  • Prefer printed letters compared to handwritten letters.
  • Provide detailed information about the person to track him easily.
  • Do not use any code words or guess games in the letter.
  • Wait patiently to receive a response or action from the director.

Sample Letter

Subject: Complaint against the manager for unprofessional behavior.

Respected Sir,

It is respectfully stated that I, Adam Moore, have been the newest employee of this company. During graduation, I joined this company as an intern to gain some knowledge and later I applied for the job of an assistant after my graduation was completed. I secured this job with flying colors and was very happy on that occasion.

During my internship, I met with excellent mentors who not only shaped my career but also helped me in shaping my life. My internship was a memorable period for me as I gained practical knowledge of the field that I was studying.

For my permanent job as an assistant, I was asked to work under the manager of the marketing department, Mr. Eric Dane. I never got a chance to work with Mr. Dane during my internship, so I was looking forward to this opportunity. But I was devastated to suffer his unprofessional behavior with me from the very beginning. I outdid his relative during the job interview and secured this job that is why he was very angry with me although I had not pulled any favors for this selection.

Firstly, I tried to ignore his behavior by being focused on my work, but it didn’t work because he would bash me in front of my colleagues, intentionally exclude me from office meetings, and would point out useless mistakes in my work. Over time, I tried to achieve his trust, but he is not planning to give me an easy time any sooner.

I would request you to kindly investigate this matter as it has been stated to affect my mental well-being. I feel ashamed in front of my colleagues and this situation is constantly eating my self-confidence.

I am unable to give 100% to my job which can have negative effects on my resume. In another scenario, I would accept my mistake and change my narrative, but this situation is not in my control.

I would request the management to take the required action and save me from the troubles of unprofessional misconduct at my workplace. I have huge respect for this pace because of the internship but I am very close to leaving this job if this matter continues any further.

I hope you will consider this matter a priority and take the necessary steps. I would always be grateful to you.

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Authorization Letter to Claim Passport

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Your passport is something that you need at the airport. it is proof of your nationality and identity as well. There are lots of such situations in which you need to show the passport and also when there is a need to prove your identity along with the Id card.

In some cases, the passport acts as a substitute for the identity card. If you are in the need to get the passport from the passport office but you are unavailable and you know the passport office’s policy to hand over the passport to only the holder of that document, you will have to write an authorization letter to claim the passport.

This is a formal letter that you write to concerned authorities to inform them that you are allowing a person to act on your behalf and collect the passport from the office that you were supposed to collect. This letter has a lot of significance since it allows some critical actions to be taken by someone.

It is important to ensure that you write the permission letter to only those authorities that really have something to do with the issuance or collection of the passport to someone. In addition to it, you should also make sure that the person you are authorizing is well-known to you and that you can easily trust you

Why do you need to authorize someone by writing a letter?

Offices that issue the identity card are often insecure when they have to issue them to someone who does not belong to it. The identity documents are easily forged and misused. Therefore, they always try to make sure that they are wary of such people and don’t issue the id card to anyone unless they prove that they have authority. In some cases, the power of attorney is also written.

However, it is more in order and more complex than the letter of permission.

People also use such letters for their own security. They protect themselves by authorizing someone and then restricting their authority. Due to this, it is useful for everyone to write and then make use of the letter of permission.

Writing the letter…

You must know how to write a letter to approve someone to visit the office and collect the identity document so that you don’t risk yourself. Below are some tips for the following:

Follow the correct format:

Your authorization should be clear and there should not be any ambiguity in the letter. The reader should not be able to elicit two meanings out of one statement.

Allow the person to collect their passport:

Since the purpose of this letter is to give consent and make it public, don’t forget to mention the statement of authorization. This statement must include the name of the authorized person and other details

Give details of the authorization:

State what the authorized person can do and how much-limited permission you are giving to him.

Sample: Authorization letter to claim the passport

Dear Recipient,

I, (mention your name), hereby authorize (mention the name of the person to be given the authority) to claim and collect the passport on my behalf from the passport office. I have taken this decision because I am currently residing in another country and it is not possible for me to come since my current passport has expired and I cannot come back and collect it.

Mr. ABC is allowed to take all the steps and procedures that must be taken in order to collect the passport. Mr. ABC will represent himself as who he actually is and will show up with his original and real documents. In case the passport gets lost, I will not hold Mr. ABC responsible.

Furthermore, Mr. ABC shall not be allowed to take any action using my identity document. He is authorized to only collect the passport from the office. Please allow me to permit Mr. ABC to come forward and act on my behalf as this is very urgent and critical.

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Missing Work Excuse Letter to Boss

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Employees are the individuals who lay the foundation of a business/company/organization or any other form of workplace.  Employees are hired by employers for reaching a specific set of goals in a particular period. Although these employees are paid for their efforts and are also awarded benefits and services based on their performances, many workplaces follow a set of rules and policies for treating their employees in a proper manner.

While setting up a business or an organization, different departments are made that work in connection with each other to achieve similar goals. These departments are led by employees and deal with clients by providing services and products.

Policies benefiting employees are devised by the HR department of the organization to make sure that employees are treated as individuals on payroll and not as slaves. These policies are read by employees while signing contracts with the workplace. Internationally, many laws are for conserving the rights of employees in the workplace so that they are not exploited in the name of money.

Employees are entitled to enjoy a few luxuries of vacations or paid leave for a purpose which may include attending weddings, urgent work, or calling in sick. Every employer is supposed to provide a few paid leaves to each employee in case of emergency. These leaves can also be used by employees for resting for a few days at home.

It is important to write a letter to your boss about missing work due to any reason. This letter is formal and concise. It should explain the reason for missing out on work. Some of the tips that should be considered while writing a letter to the boss are given below,

  • Use proper salutations for addressing the boss.
  • It is a formal document; therefore, writing should be formal, and appropriate font size and style should be chosen.
  • Keep the letter relevant and concise to put a good impression. Do not provide excess information as it will make the letter lengthy.
  • Always use letterhead for writing letters.
  • Do not use hand-written letters instead print letters on official letterhead.
  • If necessary, provide additional documents to reason your missing work excuse.
  • Provide proper designation and department information to avoid inconvenience for the boss.

Sample

Respected Sir,

It is respectfully stated that I, Adam Gilbert, have been an active and integral part of the marketing department for 4 years. I joined the department as a fresh graduate to gain some experience. I met excellent mentors here who not only helped me in my projects but also guided me regarding my career. It is because of their kindness and my hard work that I was able to secure the position of manager at your company.

I have always given my 100% to my job and never considered it a burden. I only miss work in case of an emergency otherwise I don’t take leaves. I was unable to join the office and work for 2 weeks due to a severe case of food poisoning.

Unfortunately, 2 weeks ago I dined out with my family at a famous restaurant and the next day we were all very ill and unable to move. It was difficult to manage everything at home as everyone was suffering and nobody could take care of us or provide us with food.

I couldn’t inform the office about my absence which is very wrong on my part because many projects needed my attention. I wouldn’t have made such a mistake of missing work without formal notice so that the department could manage without me, but I was in no condition to think about my job and work. I am extremely sorry for the inconvenience you suffered because of delayed projects. I will make it up to you in the future.

I am well and healthy now; therefore, I have joined the office. I have already started working on previous projects along with new ones to compensate for the loss of our clients. I hope you understand my situation and will allow me to continue work.

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Complaint Letter to Principal about Teacher’s Immoral Behavior

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A teacher needs to act sensibly as students often tend to follow in the footsteps of their teachers.  They often like to be like their teacher because they look up to him as the most perfect personality in the world. Sometimes, the behavior of the teacher is so disturbing for the student and compels the student to write a complaint instead of following the teacher.

We all make mistakes, and we all deserve to be forgiven because no one is perfect in this world. Sometimes, some people around us behave so awkwardly that we cannot digest their behavior. Similarly, when our teacher’s conduct is not professional and we feel that it is a bit disturbing for us, we can let the principal of the school know about it.

In this letter, the teacher’s conduct is criticized in a sensible way to make the concerned authorities know how the instructor is causing inconvenience to his/her students.

Important points to remember

There are different ways to write a complaint. However, one should ensure that no matter which way they choose, it should always be the right way according to the situation. In addition to it, it should be able to make the student reap fruitful results. For instance, in some cases, the student might want the school to change the teacher. The complaint addressing the right issues can help them obtain the desired results. Keep the following points in mind and draft a letter that has a purpose to fulfill.

Show respect for the teacher:

No matter how offended you are because of your teacher, you should never disrespect him/her. If you don’t show respect, the reader might feel that your lack of respect made you write the complaint.

Criticize the conduct of the teacher:

Since you are writing to let the principal know about his employee, you should make sure that you remain focused on the conduct of the teacher and do not attack his personality.

Elaborate briefly:

Saying that the teacher’s behavior is bad or immoral is rather subjective and will be hard for the reader to understand what specifically you are referring to. So, if you claim that the attitude of your instructor is so bad, elaborate on how and what made you say that.

What you want:

In the end, you can mention what you want the principal to do or what actions you expect him to take. If you want the principal to talk to the teacher and ask him to not act immorally, mention this in the letter.

The sample letter given below is an example of a letter to protest upon seeing the immoral and gross behavior of the professor or teacher in the classroom professionally.

Sample complaint letter

Subject: Complaint letter against Mrs.’s [X] bad attitude

Respected Sir/Madam,

With humble submission, I am regretfully informing you about the immoral attitude of Mr. ABC who is my teacher of mathematics in grade 7, section C.

Mr. ABC often starts the class late from the scheduled time and he does not seem to be serious about his job. He is often seen cracking obscene jokes which are not appropriate for students of our age. His indecent behavior in the classroom has become very shameful and it is very disturbing for all of us to see him behaving awkwardly.

Mr. ABC is my teacher and I respect him a lot. However, as a teacher, his attitude is supposed to be the epitome of grace and respect. I have also noticed that he often comes to class drunk, especially when he comes back after the lunch break. Due to the attitude of Mr. ABC, I am unable to understand the concepts he delivers.

Therefore, I would like to conduct a probe and look into the bad behavior of the teacher so that no one in the class gets disturbed by his rude and reckless behavior.

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No Gossip at Work Policy Letter

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Businesses and organizations are run by hundreds of employees working tirelessly to achieve goals set by their employers. These employees are hired by management for completing distinguished tasks. The rank and designation of every employee are decided based on their knowledge and experience.

In addition to doing work for getting paid every month, employees are made to follow rules and policies devised by higher administration. These policies differ from one workplace to another based on the requirements of the employer but mostly these policies are practiced while keeping an amicable internal environment at the office.

Employees are individuals with different backgrounds, cultures, education, and upbringing. Their views, reactions, and priorities are varied which can become a cause for dispute. Usually, many employees work within the same office and are sprayed by furniture only. They are disturbed by the presence of someone, loud voices, laughter, mobile tones, and much more.

It is important to have a good and calm working environment as it enhances the concentration and productivity of an employee. Many offices have made policies of no gossip in the workplace to avoid unfortunate situations. These policies are taken religiously otherwise employees must face serious consequences.

Gossip is defined as the process of spreading correct or false information about a person in a closed or open group. Spreading rumors, and putting false allegations also comes under the umbrella of gossip. It is considered unprofessional and unethical, but employees still take part in office gossip which can destroy careers.

Writing a letter to the director of the company for issuing a no gossip at work policy is the first step taken in this direction. It has a high chance of getting approval because employers prefer a no gossip workplace to increase the working potential of employees.

Some tips for writing a no gossip at work policy letter are given below,

  • Address director or higher authority with proper and respectful salutations.
  • Keep the letter relevant and do not make it lengthy by providing excessive information.
  • The letter should be formal and concise in its structure
  • Provide correct contact information to follow back easily.
  • Do not take the names of any employees involved in gossiping.
  • Highlight the importance of this policy and give a few examples

Sample Letter

Subject: Issuance of no gossip policy at work

Respected Sir,

It is respectfully stated that I have been an active employee of this company for 8 years. I joined this company as an intern and later secured a permanent position and got promoted to the rank of manager. I have always admired the working environment at our offices because all my colleagues are senior and are always busy with work. During their free time, they manage to have lunch or talk politics.

I am writing this letter to lure your attention to a very critical matter. If the situation remains unresolved, it may lead to a hostile environment at the office. Recently, a fresh bunch of interns have joined the office and are assigned to different employees based on their choices and subjects.

These interns enjoy their lunchtime together at the cafeteria. They were gossiping about their mentor’s personal and professional life with each other. This gossiping may lead to a dispute between employees because interns share to earn points from their mentors. I request you to issue a notice of the no gossip at work policy before things get out of hand and disrupt a peaceful workable environment.

Many other companies have no gossip rules in their terms and conditions of joining. Suspension and increased workload leading to termination should be the consequences if anyone fails to practice policy. It would be a good step forward to teach these interns a lesson and will allow them to behave at their workplace. This gossip cannot only cause dispute but also creates a negative environment causing each employee to get offended. Communication and interaction among employees are diminished.

I hope you will consider the urgency of this matter and will take steps to rectify the problem at its first stage. I will be waiting for your response anxiously.

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