How To Write A Query Letter For Misconduct At The Workplace

As an HR, you have been noticing signs of toxicity at your workplace for a few weeks. You did your part and identified an employee(s) as the source of this toxicity. You must confront their misconduct by sending a letter of query or warning. How do you compose this letter, though?

What is a Query Letter??

When a team or staff is not performing as it should, a query letter is addressed to them. It is written to determine the cause of poor performance.?

A verbal reprimand or written letter for the misconduct is given before issuing a query letter. Following a pattern of inappropriate behavior, a letter of a query is sent to ascertain the cause and outline the repercussions. A letter of disciplinary action is sent out for suspension or termination in cases where the behavior is repeated.

How Do I Write a Query Letter?

It may be challenging to arrange your ideas and use appropriate language in such a letter, so the steps listed below should be used as a guide:

Address the Employee:

Like with any other letter, the recipient's address needs to be included. The employee's entire name, department, and job title should be included here.?

Address the Employer/HR? and Date:?

Your address must be included in the letter so that the employee understands its importance. It also acts as a preface before the letter itself. You must mention the name, job title, and department while composing your address.?

The date can be placed two lines after the address and should be written when the query letter is sent.

Title of the Letter:?

It is best to have a short, concise title for the letter. This is the purpose of writing the letter. Optionally, the particular misconduct can be mentioned.?

Body of the Letter:

At most 3-5 paragraphs should make up the letter's body. You should explain why you are writing in the first paragraph.?

Include details about the offense, such as the time it occurred, what was wrong, and any prior warnings that were issued concerning the incident, in the second paragraph. The third paragraph should describe how the behavior violates the company's policy and how it impacts overall workplace efficiency. The fourth paragraph ought to include information on the consequences of persistent behavior, preventative measures, and a timeline for improvement. The employee should have the opportunity to discuss the reason for the misconduct in this paragraph, and if there is a conflict, a meeting to settle it should be held. Remember to maintain a professional tone.?

Conclusion:

Include a suitable, complementary salutation at the end of your letter. 'Yours Sincerely' is an example. Best practice calls for signing with your entire name. For the employee to acknowledge receipt of the letter, you can include an optional section for their signature.?

Finally, double-check your letter for grammar issues because they will reflect poorly on your professionalism.

QUERY LETTER {SAMPLE}

To:

July Summer,

Sales Marketer.

Marketing Department.

From:?

Jo Sweetheart,

Head of Human Resources.

November 22nd, 2022.?

Subject: Letter of Query for Misconduct.

This letter serves as a formal reprimand for your display of unprofessional conduct and gossiping.?

You were invited to a meeting that included the head of the marketing department, the team supervisor, and the other individuals involved in this misconduct on September 20, 2022. You were informed at this meeting that your actions are not acceptable in the workplace. You were warned against engaging in such activity. On October 29, 2022, a warning email was sent in conjunction with the meeting, requesting you to change your behavior to preserve office harmony when the misconduct was repeated after the initial warning.

Since this is the third time we've addressed your behavior, you have persistently disregarded our warnings and broken our rules. This behavior is inappropriate because it contravenes Section 1, Part D of the company's code of conduct and has a detrimental effect on the way the business runs since it fosters toxicity in the office, hinders teamwork, and has an adverse effect on workplace health.

This is your last letter of caution. Employment would be terminated without further notice for any subsequent failure to perform in accordance with the company's standards. We'll say it again: We expect you to stop slandering people and make good contributions to a productive workplace.?

You must also write down the justification for your continued wrongdoing and send it to [email protected], per the management's request. Add a note if there is a conflict so that a meeting can be called to resolve it.

Yours Sincerely,?

Jo Sweetheart.

[Your Signature]

I hope this article will help you write a good query letter to address the misconduct at your office.?

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