Query Letter for Negligence of Duty | Word & Excel Templates

It is a type of warning letter in which an employee is asked why he has been negligent in his duties. The employer asks the question regarding negligence, which is why it is generally known as a query letter.

The performance of every employee is monitored continuously. Depending on the results of their careful evaluation, they are then rewarded or reprimanded. A query letter for negligence is also issued for circumstances when someone has glaringly violated the company’s policy or shown indiscipline in any way.

The query letter written to the employee who has shown negligence clearly indicates that the employer is taking note of his performance. Employers also find it useful because it allows them to address what they think about negligence and what they expect from the employee in the future.

Through this letter, the employer also lets the employee know that what he has done right now will not be acceptable in the future. This way, the employee learns the seriousness of the matter, and he is likely to improve his behavior after that.

Points for writing:

Use a strict tone so the reader can understand the seriousness of the matter.
Clearly state the negligence you have seen and its consequences if the employee commits it again
Discuss that you are hopeful that the employee will not repeat

Sample query letter on showing negligence:

Subject: Query letter on carelessness

Dear Mr. James,

I am writing this letter to determine the underlying reason for the negligence you have demonstrated at your workplace for the last two weeks. I and my team want to know what led you to behave like this

I have learned from the manager that you are not in the proper working position and do not come to your desk at work. You are also not submitting the assigned work on time and have missed many deadlines. Your behavior is completely against the company’s policies.

I am very upset by your performance, and therefore, I am writing you this query letter.

As per the company policy, everyone, including you, must come to the office on time. Submitting the assigned work on time is also a compulsion, as delay often leads to the late delivery of the project. The company loses its credibility and integrity because its employees don’t perform their duties well.

I hope that you will work diligently and try not to violate the company’s regulations from now on. If you have any questions regarding this letter, you can contact me.

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Sample letter 2:

I am writing this letter to ask you why you have been not performing well at work. Your supervisor has brought to my attention that you are negligent about your work. You are not listening to the supervisor, and the work you submit also has many errors.

I have always seen you working hard, and I don’t expect you to behave like this. Therefore, I am still shocked to learn about your poor performance.

It is being reminded that you are obligated to follow the rules and principles of the organization you work for. When you don’t, you create problems for others and yourself. The company cannot afford to bear such type of negligence on your end, and therefore, you are being informed that if you don’t change your behavior, you will have to see serious steps taken against you

I hope I will not receive another complaint against you and that you will try to change your performance positively. If you want to say anything regarding the charges of negligence pinned against you, feel free to contact me.

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