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sample letter re employee behavior

Sample Warning 1 Bad Performance Letter

by emily on March 1, 2012

Warning #1: Bad Performance

To          –      [Individual/Group Name]

From      –      [Sender Name]

Date       –      […..]

 

Subject   –      [Nature of Bad Behavior]

 

[Employee name], you are a valued employee of our organization. We know that you work sincerely and dedicatedly.

However, since the past [duration], you have not been able to meet our expectations.

As we discussed in our last meeting that – [State goals set] –

For instance -   We decided to specially target the customers of [age group] for our new [product/service]. We provided you with everything that you asked for, but you were not successful in delivering positive results to us.

You did not achieve the set goals, and it is affecting our business directly.

I know that you are a well experienced person, and have great abilities to undertake new projects & generate revenues for our company.

Please note that I am still willing to help you with the problems you are facing to achieve your targets. I want you to come to my office and meet me personally this [date] at [time].

We will discuss your problems and will think of new plans and strategies for our project.

 

See you on [date].

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Sample Warning 2-Bad Performance Letter

by emily on March 1, 2012

Warning #2: Bad Performance

To          –      [Individual/Group Name]

From      –      [Sender Name]

Date       –      […..]

 

Subject   –      [Employee Bad Behavior Nature]

 

[Employee name], as we discussed the [state issue] in the last month, I am really concerned about your performance which is continuously going down.

For instance

For the past three months, you have not been able to generate any sales for our business. We trained you many times, guided you at every step, but still you have not achieved anything for our company.

You have given zero productivity, and my colleagues are against you, they want to terminate your employment. However, I want to give you one more chance. I want to keep you as our employee and, am ready to help you more. I still hope that you will succeed sooner or later while working with us.

I want to discuss this issue with you in person, please come to my office on [date & time].

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Sample Warning 2 Bad Behavior Letter

by emily on March 1, 2012

Warning #2: Bad Behavior

To          –      [Individual/Group Name]

From      –      [Sender Name]

Date       –      […..]

 

Subject   –      [Bad Behavior Nature]

 

[Employee name], it has come to my notice that – [State the incident or nature of bad behavior].

I was shocked to know that you – [describe the complete incident] -. It is unbelievable that you actually did this to our customer.

You talked to one of our customers in a very rude tone. You argued with him/her, and also abused which is just not acceptable.

I have also previously warned you about your behavior, but you did not improve.

[Employee name], if there is something because of which you are troubled, you can contact me to have a discussion and find a solution to your problem.

I value your contribution to this organization, and thus, I am giving you another chance.

I hope that this type of incident will not be repeated in the future.

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Sample Warning 1 Bad Behavior Letter

by emily on March 1, 2012

Warning #1: Bad Behavior

To          –      [Individual/Group Name]

From      –      [Sender Name]

Date       –      […..]

 

Subject   –      [State Bad Behavior Nature of employee]

 

We would like to say that we value you as an important part of our organization. We know that you really work hard for this company. You are a dedicated and sincere employee. However, I have come to know that you [State here the nature or incident].

For instance – I was told that on [date], you misbehaved with one of our major clients, [Client name]. At first I didn’t believe what I heard, but unfortunately, everything reported was found true.

I am shocked that how can a responsible employee like you can do this. I can understand that due to the workload, sometimes it becomes very difficult for you to manage things, but still you should remember that customers are our main priority. We just cannot afford to annoy our happy customers. We have a very long business relationship with this client, and you just didn’t care about our business relationship

This small incident can eliminate our well established business relationship

[Employee name], it is just because of your past history in our company that I am not taking any strong action against you this time, and I hope that you will not repeat such incidents in the future.

 

Thanks for your understanding.

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Sample Terminating Employee Due To Bad Behavior Letter

by emily on March 1, 2012

Terminating Employee Due To Bad Behavior

[Name, Company Name & Address here]

[Date]

 

Dear [name],

 

We are sorry to inform you that the management has decided to terminate your employment with our organization.

Your services will be terminated from the company with effect from [termination date].

As you know that we had previously given you many warnings regarding your – [State here the reasons you are terminating the employee for].

For instance

We received many complaints about you that you talk to our customers in a very rude tone. You argue and almost insult the customers who come to our (office/store/branch). You often respond to the customers in an unprofessional way.You must have this understanding that for any business, the customer is the main priority. Satisfying the needs of our customers is the main responsibility of all the staff in this organization.Many customers have complained about your behavior and, now we cannot risk our business because of the rude behavior of any employee of our company.As I told you above, we informed you of this important issue many times in the past, but you still didn’t improve and hence, we are taking this action against you.Please handover the company belongings to [person name]. Your dues will be paid to you on [date].

Best wishes for your future endeavors.

 

Sincerely,

[Your name]

[Designation]

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Sample Tardy Employee Letter

by emily on March 1, 2012

Tardy Employee

[Name, Company Name & Address here]

[Date]

 

Dear [name],

 

We would like to say that we value you as an important asset of our organization.You have been working for the past [duration] in this company and, you have been contributing to our success through your sincere efforts and hard work.

However, there is an issue that we need to talk about with you.As you know that we have informed you previously also about your late comings to the office. We have come to know that you are still coming late to office regularly.

We want to say that if an employee comes late to the office, if directly affects their productivity. It is understandable that coming few minutes late is normal for everyone due to the traffic rush in the morning; however you often come late by 30 minutes.

We are sorry to say that this behavior is not accepted in our company. We cannot allow you to come late from now onwards.

In future, if you come late regularly to the office, I will have no other option left to me, but to consider your termination.

[Employee first name], if there are some unusual circumstances or personal problems that restrict you from coming to office in time, please contact me immediately, and we will talk about the issue and find a solution accordingly.

Otherwise, I believe that an employee like you will think over this matter seriously, and will start coming on time.

 

Sincerely,

[Your name]

[Designation]

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Sample Solicited Letter of Reference Bad Employee Letter

by emily on February 29, 2012

Solicited Letter of Reference: Bad Employee

[Name, Company Name & Address here]

[Date]

 

Dear [name],

 

I am [name & position] of [Company name], writing in regarding the employment reference requested by you on [date] for [ex-employee name].

I have known this person for the past [duration] as he/she was working under me in our company as a [position title of ex-employee].

–          [State the responsibilities/job profile of the ex-employee]

[Ex-employee name] was terminated from our organization on [termination date] because – [State here why the employee was terminated] –

e.g. – He/she stole some company belongings or, his/her behavior with the colleagues was not acceptable or, he sexually exploited few female staff here etc-etc.I would like to suggest you that it will be good for you to seek some additional references from other corporate sources before you decide to hire [ex-employee name] in your organization.You may contact me on [no. here] for any additional information about this person.

Sincerely,

[Your name & Designation]

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Sample Sexual Harassment Policy Letter

by emily on February 29, 2012

Sexual Harassment Policy

 

THE COMPANY’S ASSURANCE:

The Company is dedicated to provide a work environment that ensures that each & every employee is treated with respect and dignity, and afforded equitable conduct.

The Company is commits to encourage a professional work atmosphere that is helpful for the professional growth of its staff, promotes equality of opportunity.

The Company will not bear any kind of harassment and, will take all required steps to make sure that employees are not subject to harassment.

The law assures employees the right to employment in a place of work that is free from harassment and prejudice.

THE RANGE OF THE WORKPLACE:

This policy applies to all the employees who work for The Company that includes management, managerial employees, office staff and part-time staff. The Company will not tolerate sexual harassment whether it is by fellow employees, administrators, clients or contractors.

The workplace includes:

1.       all offices or other premises where business of The Company’s is conducted;

2.       all company-related activities performed at any other location away from The Company’s premises;

3.       any social, business or other functions where the behavior or remarks may have an affect on the place of work or workplace relations.

SEXUAL HARASSMENT DEFINED:

‘Sexual Harassment’ may refer to one or a sequence of incidents that involve unsolicited and unwanted sexual advances, requests for sexual favors, or other oral or physical manner of a sexual nature.

Sexual harassment at the workplace includes:

–          unwanted sexual advances (verbal, written or physical);

–          requests or demands for sexual favors;

–          any other form of sexually oriented conduct;

–          oral abuse or “jesting” that is sex oriented;

When:

–          the behavior has the reason or the effect to interfere with the performance of an individual or creating an frightening, unreceptive, or unpleasant work environment; and/or

–          surrender to such behavior is either an open or understood term or, condition of employment; and/or

–          submission to or rejection of the behavior is used as a base for making employment decisions.

RESPONSIBILITIES REGARDING SEXUAL HARASSMENT:

All staff members have a personal accountability to make sure that their conduct is not different to this policy.

All staff members are expectant to strengthen the continuation of a work environment free from sexual harassment.

The Managerial members are responsible for:

–          discouraging and stopping employment-related sexual harassment;

–          examining every official written complaint of sexual harassment;

–          taking proper corrective measures to react to any substantiated allegations of sexual harassment in the Company;

–          ensuring that all staff of The Company is aware of the sexual harassment problem and their responsibilities with respect to stopping sexual harassment.

WHAT TO DO WHEN HARASSMENT OCCURS:

The Company is committed to provide a helpful work environment to resolve sexual harassment worries.

Informal Resolution Options -

1.       When an incident of sexual harassment occurs, speak your condemnation and protest right away to the harasser and ask the harasser to stop.

2.       If the harassment continues or, if you are not able to deal with the harasser directly, bring your distress to the attention of the Office Manager.  The Company will take the necessary actions to investigate & resolve the matter.

Complaints -

1.       Any staff of The Company with a harassment concern, not happy with the resolution options may bring an official complaint to any of the senior managers. All such complaints will be investigated promptly.

2.       After investigating the matter, if it is confirmed that a harassment allegation is valid, suitable remedial actions will be taken.

3.       Corrective action may include any of the following:

Formal admission of guilt;

Counseling;

Written warning in the employee’s file;

Work assignment change;

Suspension or discharge of an employee

In addition to the authorization that may be imposed on an employee by The Company as a part of complaint resolution, staff of The Company, engaged in harassment may expose themselves to compensation in the event of a winning lawsuit or human rights case.

CONFIDENTIALITY:

The Company understands that it is not easy to come forward with a sexual harassment complaint and recognizes the complainant’s interest by keeping the subject confidential.

To guard the interests of the accuser, the person complained against and any others reporting incidents of sexual harassment, privacy will be maintained throughout any investigatory procedure to the level feasible and suitable under the situation.

All records of complaints that include the meetings discussions, dialogues, investigations results, and other related material will be kept private by The Company, except for where revelation is required from disciplining or other remedial processes.

NO REPRISAL:

The Company is committed to ensure that no staff member who brings forward a harassment complaint is subject to any kind of reprisal.  Any retaliation action will be viewed as a disciplinable matter.

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Sample Request Company for Reference on Potential Employee Letter

by emily on February 28, 2012

Request Company for Reference on Potential Employee

[Name, Company Name & Address here]

[Date]

 

Dear [name],

 

This is in reference to the candidature of [applicant full name] for the post of [position title] in our company, [Company name], based in [location].

[Applicant last name] has given your reference as his/her ex-employer.

We would like to request you to please provide us with your professional & personal opinion about this person.

We would like to know about his/her professional accomplishments while working in your company and, the general behavior with colleagues.

– [State here any other particular information you want from the ex-employer].

We thank you in anticipation for your assistance regarding this mater.

 

Sincerely,

 

[Your name]

[Designation]

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Sample Formal Warning About Policy Infraction Letter

by emily on February 16, 2012

Here, Town, MA 223464
04/1/12

<Address of the Recipient>

Hello,

As we discussed in our meeting <time of meeting>, <review topic of discussion>.

There often are mitigating conditions that cause us to break company policy from time to time, but when the behavior is frequent, it causes a hardship on co-workers and decreases overall productivity.

Please consider this a formal warning that this behavior can no longer be tolerated. We value our employees and if there is something we can do to help the situation, please let me know. In the meantime, I will expect you to <expectation>.

Regards,

David Taylor

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