Reprimand For Breach Of Policy Letter: 4 Templates

Every company or organization has some policies which should be maintained by all its staff and employees. When anyone breaks these policies and does some work that reflects the breach of policy, it’s not acceptable.

In this situation, the company must send a letter to reprimand for breach of policy. Here in our sample letters below, we will help you by providing some sample letters regarding this topic. Now you can easily take help from our below sample letters.

Letter Template: 1

[From]

[Address]

To,

[Name of recipient]

[Address]

Subject: letter of reprimand for breach of policy

Dear sir/madam

This letter informs you that one of your employees has behaved disrespectfully with our customer. In addition to it, we have also heard that he/she has given some confidential information about our company to some external agents. We have sufficient proof against him/her.

[Describe the reason and the issue].

Your act is completely against the company’s rules, and you are not entitled to pass on any confidential information or have the right to cause insult to any of our customers.

We want you to handle the matter and resolve it. We hope this will not happen in the future again.

Sincerely,

[Sender Name]

Letter Template: 2

[From]

[Address]

To,

[Name of recipient]

[Address]

Subject: letter of reprimand for breach of policy

Dear sir/madam, 

This letter is served as notice to all your managers, subordinates, and resources, both permanent and contractual staff, for violating the organization’s (mention the name of the company) smoking policy. We have mentioned that smoking is strictly prohibited on office premises. The organization can’t support such activities of our employees. 

However, it is notified that many of your staff are regularly breaking the company’s smoking policy, and they do not respect the laws against smoking taken by our organization. 

All employees and resources of your department (mention the name of the department) are now strictly instructed that our organization (mention the name of the company) will not be going to tolerate this kind of behavior and activities at the office premises and failure to the policy is taken as a serious offense.

As a result, the company will terminate the job and services of the employees and resources with prior notice. 

We hope you can take this note seriously and respect the smoking policy of this esteemed organization. 

If you want any further details, you can email us (mention the email id).

Sincerely,

[Sender Name]

 

Letter Template: 3

[From]

[Address]

To,

[Name of recipient]

[Address]

Subject: letter of reprimand for breach of policy

Dear sir/madam, 

This is to inform you that one of your customer care executives has behaved very badly with our client (Name). In addition to it, we have additionally heard that he has given some exclusive data about our enterprise to some external agents (Describe all about the situation). We have adequate proof against him.

The customer had called him several times (mention the date); however, your customer care executive first could not receive the call. After many attempts, the customer care executive told her that he was swamped and couldn’t attend to any of her quarries or concerning issues (explain the employee’s motion).

This is certainly against our firm’s customer policy (explain the reason) (mention the name of the firm), and we solely express our regrets for this. Besides this, No one in our organization is allowed to bypass any exclusive data or insult any of our customers.

Our strict instruction is to you look into the matter with serious concern and take necessary steps against the customer care executive. Please warn him and send him a show-cause letter immediately. If you don’t find any satisfactory explanation of his conduct, terminate him immediately.

Hope you will take the instruction on a serious note and assure us that this kind of incident will never happen in the future.

Sincerely,

[Sender Name]

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