Workplace Conduct Policy

WARNING – VIOLATION OF COMPANY POLICY

Ref. No.:

[Reference Number]

Date:

[Date]

Policy:

[Policy Name], Version [Version], effective [DD/MM/YYYY]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Breach of [Policy Name]

Dear [Employee Name],

The [Policy Name] of [Company Name] was shared with you on [DD/MM/YYYY], and our records show that you acknowledged reading and understanding it on [DD/MM/YYYY] through [HRMS / signed copy / training module].

Clause [Clause Number] of the policy states: '[short quote of the relevant rule]'.

WARNING – BREACH OF CODE OF CONDUCT

Ref. No.:

[Reference Number]

Date:

[Date]

Classification:

Confidential

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Breach of Code of Conduct – [Section Name, e.g. Conflict of Interest]

Dear [Employee Name],

As an employee of [Company Name], you are bound by the Code of Business Conduct, which you last acknowledged on [DD/MM/YYYY]. Section [Section Number] of the Code requires employees to [summary of the principle, e.g. disclose in writing any personal or family interest in a supplier, customer or competitor].

During [audit / vendor review / complaint received on DD/MM/YYYY], it was found that [factual description, e.g. a firm in which your relative holds a stake was empanelled as a vendor for your department on DD/MM/YYYY, and no declaration was submitted by you].

WARNING – WORKPLACE BEHAVIOUR

Ref. No.:

[Reference Number]

Date:

[Date]

Classification:

Confidential

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Warning Regarding Conduct towards Colleagues

Dear [Employee Name],

[Company Name] is committed to a workplace where every person is treated with dignity and respect. On [DD/MM/YYYY], HR received a concern regarding an incident on [DD/MM/YYYY] at [Place].

Based on the statements recorded from [Number] persons present and your own account given on [DD/MM/YYYY], it has been found that [factual description, e.g. during a discussion about shift allocation you raised your voice at a colleague and used language that was insulting]. The colleague concerned has stated that this caused distress, and the work of the section was interrupted for about [Duration].

NOTICE OF POLICY NON-COMPLIANCE

Ref. No.:

[Reference Number]

Date:

[Date]

Final deadline:

[DD/MM/YYYY]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Pending Mandatory Requirement – [Requirement Name]

Dear [Employee Name],

Under the company's [Policy Name], all employees in your role are required to [requirement, e.g. complete the annual POSH awareness module / submit the conflict-of-interest declaration / renew the forklift operator certificate] by [Original Due Date].

Our records show that this is still pending, although reminders were sent on:

DISCIPLINARY ACTION POLICY

Policy No.:

[Reference Number]

Effective Date:

[DD/MM/YYYY]

Version:

[Version]

Approved by:

[Authorised Signatory]

1. Purpose

This policy sets out a fair and consistent procedure for dealing with misconduct and breaches of company rules at [Company Name], in accordance with the company's Standing Orders, applicable labour laws and the principles of natural justice.

2. Scope

It applies to all employees of the company. For workmen covered by the Standing Orders, the Standing Orders will prevail in case of any inconsistency. POSH complaints are handled separately by the Internal Committee.

3. Principles

WARNING LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Warning for [Nature of Lapse]

Dear [Employee Name],

This letter is issued with reference to the incident that took place on [Date of Incident] at [Place of Incident]. As per the report submitted by [Reporting Manager] and the records available with the HR department, it has been observed that [Brief, factual description of what happened, including time and persons present].

The above conduct is contrary to Clause [Clause Number] of the company's [Standing Orders / Code of Conduct / HR Policy], which requires every employee to [Summary of the expected conduct].

FIRST WARNING LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

Warning Stage:

First Written Warning

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: First Written Warning – [Nature of Issue]

Dear [Employee Name],

On [Date of Counselling], your reporting manager, [Reporting Manager], spoke to you informally about [Issue]. Despite that discussion, it has been noted that on [Date(s) of Recurrence] [factual description of what occurred, with supporting record such as attendance log, email or report].

This is not in line with Clause [Clause Number] of the company's [Standing Orders / HR Policy]. As this is the first written warning on this matter, the management wishes to help you correct it at the earliest.

SECOND WARNING LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

Previous Warning:

Ref. [First Warning Reference] dated [DD/MM/YYYY]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Second Written Warning – Repetition of [Nature of Issue]

Dear [Employee Name],

You were issued a first written warning on [DD/MM/YYYY] regarding [Issue]. In your reply dated [DD/MM/YYYY], you stated that [one-line summary of reply], and you assured the management that the matter would not recur.

However, it has been recorded that on [Date of Incident] [factual description of the repeated lapse, with reference to attendance records, emails, CCTV or the manager's report], as reported by [Reporting Manager].