Query Letter to Employee: 4 Templates

There might be times when such a situation takes place in an organization that you get a report that a particular team is not functioning as it should then in order to get to know the reason in detail what you should do is write a query letter to the concerned employee.

Organizing your thoughts and framing such a letter with inappropriate words might be a bit difficult so in order to help you with that I have created some sample letters, taking the help of which you can write yours easily.

How to Write a Query Letter to A Staff?

  • You can introduce yourself as an HR to enquire about the incident that has occurred under the leadership of a particular team leader.
  • Do not forget to mention the team lead’s name.
  • Inform about the condition of the team members who are reporting to the particular team leader.
  • Highlight the mistakes made by the team members in the team.
  • Advice about showing sincerity in the work and following the rules and regulations.
  • Ask the employees to clear any doubt through email or phone number. 

How to Write a Query Letter to An Employee? 

  • Introduce yourself as a manager of the particular department of the company to enquire about an issue that occurred to a particular employee. 
  • Do not forget to mention the name of the employee along with the department’s name
  • Inform about the kind of behavior shown by the particular employee.
  • Explain how the wrong behavior of the employee can actually harm the organization.
  • You can clearly specify how the misconduct of the employee needs to be dealt.
  • Advice team led about how to take disciplinary action against misconduct shown by the employee.

Template: 1

[Name of the sender]

[HR of the respective company]

To,

[Name of addressee]

Subject: Letter of Query to Employee

Respected sir/madam,

I [mention your name], the HR of this company, wanted to know about the issue under the team leader of [mention team lead name].

I learned from the manager that your teamwork is not in the proper position, and many team members are not working sincerely.

Many members are not coming to the office on time. And many times, your team has failed to submit their work within the deadline. This letter is for the team leader with the instruction to maintain your team properly and make them work properly.

This is against the company rules and regulations.

Coming to the office at a mentioned time is the basic need for every employee which should be full filled by every member of this company.

I hope from now on all the team members will work properly and will maintain all the rules and regulations set by the company. And I hope, after this, I will not get any complaints from any of the employees.

If you have any further queries you can reach me at [mention phone number] or through an email [mention email address].

Sincerely,

[Sender Name]

query letter to employee

Template: 2

[Name of the sender]

[Designation of the sender]

[Name of the department]

[Name of the company]

[Mention street address of company]

[Mention state, city, and zip code]

[Mention company’s mail address]

[Date]

To,

[Name of the recipient]

[Designation of the recipient]

[Name of the department]

[Name of the company]

Subject: Query Letter to Employee

Dear [Name of the recipient]

I (mention your name) am writing this letter as the Manager of the department of (mention the details) of the company (mention the name and details of the company) to get the information about the issue regarding the employee (mention the name of the person) of our department on the day of ().

I received the news about the problem regarding the employee’s misconduct mentioned earlier.

As per the rules and regulations of our company, all employees should be careful in following the company’s rules. Any kind of misbehavior should be handled with strict supervision.

Therefore, through this letter, I want to know in detail about the entire incident of the day mentioned earlier and instruct you, as the team leader of the department of (), to take the necessary steps regarding this.

Hope you will give us the proper information and continue to do the works you have to do in order to maintain the discipline of our company.

With regards,

[Name of the sender]

[Signature of the sender]

query letter to employee

Template: 3

[Name of the sender]

[Designation of the sender]

[Name of the department]

[Name of the company]

[Mention street address of company]

[Mention state, city, and zip code]

[Mention company’s mail address]

[Date]

To,

[Name of the recipient]

[Designation of the recipient]

[Name of the department]

[Name of the company]

Subject: Query Letter to Employee

Dear [Name of the recipient]

On behalf of our company (mention the name and details of the company) I am writing this letter to you, as the (mention the designation of the person) of our department of (mention details) to query about the employee of your department named ().

I have been informed about his misbehavior with our clients on the day of (mention the occasion or date) due to his drunken state.

Therefore, I am requesting you to do a proper investigation of this incident and send me the results as soon as possible. I hope that you will try to make aware your employees of the rules and regulations of our institution and also instruct them to follow those rules with a caring attitude.

Hope you will not show any kind of negligence regarding this problem and help me get a clear picture of the incident mentioned previously.

Though I know you have to go through a lengthy and tiresome process to complete the task, please help me to make the right decision for the betterment of our company through the help of your hard work.

Thank you very much for your help and support like always.

With regards,

[Name of the sender]

[Signature of the sender]

query letter to employee

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