Letter to Criticize an Employee for the Breach of a Policy

Letter -1

I am writing this letter to inform you that you have been in direct violation of a company policy. We have been informed that you have been using office stationery items for your own personal use and have taken several items home which were office property.

These items are missing from the inventory and were reported missing to HR by the relevant department. As you are aware it is mentioned in the contract that employees have no permission to utilize any office items for personal use and are not allowed to take office property to home.

Therefore, we are issuing you a warning letter for this breach of policy and after two warnings, you will be issued temporary suspension from the service.

We wish to see you in the HR office by tomorrow and discuss this matter. Please return all the office items to us or pay their relevant amount to the HR office.

In addition, we also want you to sign the document stating that you took the items from the office and will return them as soon as possible.

We advise you to be careful in the future regarding company policies as we have never been lax about them and expect our employees to take them very seriously too. We hope that this stern word of warning will be taken seriously, and this action will not be repeated.


Office Management.

Letter to Criticize an Employee for the Breach of a Policy

Size: 26 KB Word .doc File 2003 & later

Letter -2

Dear Ms. Anna Blake,

I am writing to inform you that you have been found in direct breach of company policy and have been reported to HR. It was communicated that you have used the company vehicle without authorization and did not inform the relevant department either.

As a result, the asset had been reported missing for an entire day which has created problems for us. We are warning you to not repeat this action again as this is a direct violation of the company policies.

You have been communicated the policy in detail earlier as well, nevertheless, I have attached a copy of it with this letter too for your reference.

As a result of this breach, you have also been issued a warning letter. We must inform you that after two warning letters, your contract shall be suspended until further notice. We advise you to please take the company policies very seriously and to never breach them again or else strict action will be taken against you.

In addition, you must visit the HR office tomorrow and sign a document with us stating that you have been using the company asset without permission. You will also state that you take full responsibility for any damages that might have been incurred to the property during its unauthorized use.

We hope that you will pay heed to this warning and make amends. We hope to see you tomorrow in our office to discuss this.


Senior HR manager.

Letter to Criticize an Employee for the Breach of a Policy

Size: 26 KB Word .doc File 2003 & later

Businesses can’t run without rules and regulations so when borders of policies are crossed, it affects the whole business. Since employees are bound to keep themselves within the rules of the company, they should be notified if they breach policies.

A company has to be strict here since it is not only the employee who will get the effect of it rather the whole company environment. Sometimes, the employees only have to be notified not punished. In a professional environment, being criticized is something serious.

A letter to the employee in order to criticize him for the breach of a policy should thus be written in a serious, formal, and a little warning tone. The advantage of practicing the use of such letters when required keeps the employees well within the boundaries of the company’s policies.

Letter -3

Dear (Recipient’s Name),

I hope that you were provided with the employee handbook at the time you joined the company and you must also have signed the statement of understanding with the company before joining so I have no doubt that you are well aware of the company’s policies and the ways our employees are supposed to behave.

You are continuously breaching the company’s policy of [enter policy]. You are not supposed to do this. This is affecting us and the work environment so please abstain from such behaviors as I don’t find myself tolerant enough to allow you this. I hope to not write such a letter to you again in the future.

Follow the company’s policies. Thank you!

[Your Name]

[Senders Title] -Optional-


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