When drafting a query letter to an employee for misconduct, it's important to maintain a professional and respectful tone while clearly stating the issue at hand. Provide specific details about the misconduct, including when it occurred and who reported it. Clearly outline the corrective measures being taken, such as a meeting to discuss the issue. Lastly, request the employee's cooperation and understanding.

Table of Contents:

Sample Query Letter To Employee For Misconduct

__________ (Name of the employee)
__________ (Address)

Date: __/__/____ (Date)

Subject: Query regarding misconduct dated __/__/____ (date)

Dear Sir/Madam,

This has been bought to our attention by __________ (Person Name/ anonymous) working in department __________ (Mention department) that you ________ (Employee Name) with employee ID _______ (mention employee ID number) have been found to have reflected wrong behavior in the workplace/ misconduct as per company’s policy.

The misconduct of such kind __________ (Mention area of misconduct) cannot be tolerated, as a corrective measure, we have decided to have an ________ (explanation call meeting with you in presence of the ______ (HR manager/your reporting manager/other)

You are requested to follow the details below for your presence.
Place: ____________ (mention)
Date: ____________ (mention)
Time: ____________ (mention)

This is to request you kindly understand the sensitivity of the matter and cooperate with us.
Thanking you,
__________ (Signature),
__________ (Name),
__________ (Department)

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  • What should be included in the query letter for misconduct?
    • Clearly state the issue, including who reported it and when it occurred. Provide details about the corrective measures being taken.
  • How should the meeting details be communicated to the employee?
    • Clearly specify the location, date, and time of the meeting in the letter.
  • What if the employee denies the misconduct?
    • Allow the employee to provide their perspective during the meeting and conduct a thorough investigation before taking any further action.
  • Is it necessary to mention the specific policy violated in the letter?
    • Yes, providing clarity on the policy violated helps the employee understand the seriousness of the issue.
  • Should the letter be sent via email or delivered in person?
    • The mode of delivery depends on the company's policies and preferences. Email is often preferred for documentation purposes, but in some cases, delivering the letter in person may be more appropriate.

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