Category Archives: Write to employee

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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Explanation Letter for not Hitting the Target

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Organizations and businesses function by setting monthly or yearly, goals and targets for different departments. These goals are subdivided and assigned to different team leaders, who work towards achieving them with their teams.

If these targets are not met in time, the entire project suffers like all the modules assigned to different teams are interconnected and a delay in one causes a delay in the overall project. Similarly, if a team fails to hit a target set by the employer, it causes a setback to the plan of the organization.

When such a situation arises, the team leader is often asked to write an explanation letter. The purpose of the explanation letter is to describe what went wrong and what was the team leader’s role in fixing the situation and finally and most importantly what they have learned from the incident. They can also suggest ways to improve the situation.

Since these letters are written to the employer or some higher authority the tone should be formal and matter of fact. Do not add any unnecessary details or information. Keep it short and precise but at the same time do not miss out on any important point. Be honest about your fault and suggest practical ways to remedy the situation.

The exact contents of the letter may vary but the general outline is as under:

  1. Greetings: The letter would start by greeting the recipient. As in this case, you know the person you are giving an explanation to, so you can address them directly by name or by their designation.
  2. Introduction: Start the letter by introducing yourself. Apart from your name, mention your department name, the name of your team, and your designation. Then mention the incident you are writing about.
  3. Background: Explain all the details. When was the project assigned to you? What exactly was the project? When was the due date? Mention your team members by name and designation. Mention who was assigned what part of the project and finally explain what went wrong. Be honest and ruthless in your explanation. Without bias or favoritism, give an honest overview. Do not try to lessen your fault or blame someone else for your part. Remember ‘Honesty is the best policy.’
  4. Solution: If there is anything you can do to solve the problem, offer to do that, and sincerely apologize, fully admitting that your slackness or negligence, or a mistake has caused loss or embarrassment to the company.
  5. Ending Statement: End the letter on a positive note showing enthusiasm that by following your suggested solution, the problem would be resolved, or its negative impact would be reduced. Convey your apology once again and assure the boss that this would not happen again.
  6. Salutations: Write down your complete name, designation, and department name. Another important detail is the date which must not be left out.

Sample

I (name) am (designation) of (department name). I am writing to explain why the sales were not up to the assigned target. Sir we were assigned the task to raise the sales of the (cold drink name) up to 20% of the previous quarter’s number. It was assumed that since summers were approaching so this would be a realistic goal.

Sir my team members which include marketing specialists and digital marketing professionals worked day and night to advertise and hence influence the consumers but somehow the result we anticipated, was not achieved and the sales only raised to 10% of the previous quarter’s amount.

Sir, I have given a lot of thought to the issue and after much discussion with my team members, I have concluded that the reason for not hitting the target is that we failed to get the message across to the correct audience. Our advertisements were targeted towards youth especially the digital media consumers are primarily youth.

A more appropriate target audience would have been the middle-aged people who can be accessed more easily by television advertisements or by organizing events like spring festivals or summer galas. This group makes up 80% of our current customer base and we can increase sales by focusing on this group.

Now that we understand this mistake, we intend to make this work in our favor. My team has planned a series of open-mike events. Taking full advantage of the pleasant and sunny weather, we would arrange these events in public parks. As these places have a huge footprint, we are hopeful that our event’s attendance would be high.

Free samples of our cold drink would be offered to the participants at the venue and there would be a stall selling them in bulk at discounted rates. We would also distribute fliers and brochures listing the natural, organic ingredients used and their advantages.

We are proposing that these low-cost events should be organized on all weekends in the next two months in different parks all over the southern region. We have very high hopes that this would help us reach a larger audience who, when given a free drink while relaxing and enjoying live music with friends or family, would respond very positively to our brand.

In the end, I would like to offer my apologies for not coming up to your expectations and request you overlook our mistake. We are hopeful that our new strategy would work wonderfully, and we will be able to deliver the required sales target.

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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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Letter to Change a Job Role

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What is a letter to change a job role?

This is a type of request letter in which the employee makes a request to his boss for changing in his job role. The basic objective of writing this letter is to convince the reader that you should be switched to a different job role.

For an organization, it is not easy to implement changes like changing the position of the job of a person since it requires bringing many more changes which often becomes a complex process. Therefore, organizations generally don’t like bringing such changes.

However, if a person has a genuine reason and explains that reason in the letter written to his supervisor, he can get the approval of his request. Sometimes, this letter doesn’t require a change in the job but only in a role that is difficult for a person to handle.

When to write a job change letter?

Some common situations in which this letter can be written are:

  1. When you come to know that you are not a right fit for the position you have been appointed to.
  2. When you think that the job responsibilities that you are expected to perform don’t meet your level it also means that they are too difficult for you to handle.
  3. When you know that your qualification doesn’t match the work you are required to do on the current job posting and you want to work as per your qualification.
  4. When you want to get exposure to working in a different area because of some reason.
  5. When an employee feels that his performance in the current position is deteriorating and he is unable to deliver, he can ask for a change.

There can be many other reasons to write this request letter. Every person has a right to put forward this request. But the request should be convincing so that actions in response to our request letter can be expected.

Guidelines for writing to get the job role changed:

You must be in the position to write a request in an effective way so that you can persuade the reader. Read some guidelines given below:

Give your introduction:

When you are requesting your boss, give him your introduction so that he can know what position you are currently working in and where you want to go. This way it will be easy for him to compare both posts and reach a decision.

Make a request:

Then, make a formal request and ask the reader to change your position. Now, there are many ways to make this request. If you know which position you want to work on, mention the name of that position too, and ask your manager to change your profile from this to that.

In some cases, you simply tell your boss that you don’t want to work on the post on which you are currently working.

Come up with the reason:

Provide the reason as to why you want a change in the position. The reason should also be persuasive and it should make the reader feel that you need a change.

Close the letter:

In the end, let the reader know what you are expecting from him and show gratitude for being helpful and cooperative.

The sample letter given below can be useful for you to understand how a request can be made.

Sample letter:

I am Mr. ABC working in your company in the position of a customer representative. I have been working in this position for one year.

I am writing to formally request you to change my position as I am no longer interested in working in this position. The reason for making this request is that I want to work now in a different job role. I believe that I will be more productive if I work in the position of my interest.

Please consider my application for a change in the position. I will be highly thankful to you. Thank you so much for your cooperation.

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Failure to Perform Job Duties Letter to Employee

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This is a type of letter that an employer writes to his employee when he notices that the performance of the employee is deteriorating every single day. The basic purpose of writing this letter is to inform the worker that his performance is being monitored and it has been seen that he is not interested in his work anymore. In most cases, the employer reprimands the employee or warns him so that he can focus on his work without any unnecessary distraction.

Why it is important to write?

It is not possible for an employer to ignore the negligence of the employee at work invariably. The employee will continue to ignore his job unless he comes to know that he is under observation. This letter is a type of feedback for an employee.

After reading this, he can easily guess if he can expect the company to give him a promotion or any raise in the pay scale. The employee also tries to improve his performance because it is very easy for him to anticipate the consequences of not being a watchful person.

Who should write this letter?

The person who has been tasked with the responsibility to keep an eye on the work of the employee should write this letter to the employee. The employee should also know which person has the authority to write this letter so that he can take it seriously.

How to write on failure to perform job duties well?

It is very important to write a letter in such a way that the employee can feel the seriousness of the matter. Sometimes the employee does not realize that there is something wrong with his performance and therefore when he receives this letter, he gets a kind of realization. So, write your letter to make the employee feel that he needs to improve his performance. Follow the guidelines mentioned below:

Write politely:

Employers have the authority to talk to employees rudely when they don’t perform well. However, it is never recommended to do.  Tell the employee that his performance is not meeting the requirements of the company and therefore, he is required to improve it.

Give examples to support your point:

If you think that the employee might argue with you on this, you can give some points that support your argument that the employee’s performance is declining. Make him know that he is under surveillance and his teammates and clients are complaining that the project is progressing too slowly because the employee is unable to work at the same pace as his teammates.

Tell him he needs improvements:

Without wasting time in writing more in this letter about the downturn in the performance, let the employee know that he needs to boost his productivity. Offer your assistance in resolving any issue the employee is dealing with at the workplace. If it is a warning letter, mention it in the letter. Let the employee about the consequences of not improving his performance. Read below the sample letter to understand it in a better way.

Sample letter:

For the past few weeks, I have been noticing there is a decline in your performance. Your work quality is not as per the standard set by the organization. My manager has also confirmed what I have been noticing. There are many such projects in which you are lagging because of slow work progress and your teammates are also complaining about it.

In the light of the issues the company has been seeing with your performance, we have decided to take this matter to a next level and talk to you about it. I think that I am left with no other choice other than to issue you a written warning.

The company expects you to improve your performance at work and prove that you are an asset to the company. I hope that in response to this letter, you will improve your productivity.  If you want to discuss this matter in more detail, feel free to contact me.

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