Communication is the key priority of any organization. Companies don’t like hiring people who don’t communicate whenever they are needed to communicate. For instance, if an employee is on leave for a month after assigning his responsibilities to someone else, and that person needs to know to take any guidance, the employee on leave should communicate. There are many instances when the employee doesn’t attend the phone call and irritates his boss.
What is a warning on not answering calls?
When an employee doesn’t answer phone calls, he shows irresponsible behavior and, therefore, receives a warning from his boss. This warning tells the worker that he will have to face serious repercussions if he doesn’t stop acting irresponsibly by not attending to the phone.
The boss generally issues the warning in the form of a written letter or an email. The written warning is important because it becomes a permanent part of the employee’s file and includes the manager’s signatures, which show that it has come from authentic sources.
Why do employers write the warning?
Employers face serious inconvenience when they are unable to communicate with someone. In some cases, the employee has a job responsibility to attend phone calls and answer customers’ queries. If he escapes from fulfilling this responsibility, he should know that he has committed misconduct and expect disciplinary action against him.
In what situation can a warning letter be written for not attending the phone?
Often, people working in the company don’t take their job responsibilities seriously. This happens because no one reprimands them for their negligence. Due to this, companies never let such events go unnoticed. Every organization has its strategy to deal with negligence.
When a company chooses to correct its employees by reprimanding them more seriously so that they can understand the criticality of the situation, it writes a warning letter.
Some employees are assigned the responsibility of talking to the company’s valued customers and satisfying them with their answers. In addition, disgruntled customers who express dissatisfaction are also handled carefully by the company. However, some employees don’t attend their calls or put them on hold. When the company learns about this, it takes action against such employees.
How should a formal warning letter be drafted?
Add the following points to your letter and draft a warning letter that has a serious tone and a clear message for the employee:
Subject line
Even before the employee starts reading the letter, the subject prepares him in advance for reading something he might not be expecting.
A warning:
Warnings are sent to those who don’t seem to improve their behavior without receiving a warning. A warning statement is added, and then the reason for issuing the warning is specified.
Discuss the outcomes of the employee’s misconduct:
The employee should know how not attending phone calls has caused inconvenience to the company. This way, the employee will understand how the warning he is being added to issues makes sense.
Read the sample below and see how an employee can be warned if he is uninterested in his work.
Sample warning letter:
Date: ________________
To:
Name of the recipient
Address of the recipient,
From:
Name of the manager,
Company’s name:
Contact details
Subject: Warning for not answering calls
Dear Mr. (mention the name of the employee),
Our customers have complained that the company cannot resolve their issues or answer their queries. I learned that you have not been answering the phone calls of customers and clients, which has resulted in the company losing many sales.
Please consider this letter a formal warning about not answering the phone calls of clients and buyers and causing them inconvenience. Note that the company is under no obligation to tolerate the utter negligence of the employee. Therefore, you are being notified that repetitive negligence like this will not be acceptable.
If you need anything else, contact my assistant, Miss Sara.
Yours sincerely,
Signatures of the sender
__________________
File: Word (.docx) and iPad
Size 13 KB
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