The workplace always provides many privileges to the employees. These privileges apply to every defined parameter. However, the workplace also has customs, norms, procedures, and policies. All members are equally responsible for performing the assigned tasks devotedly. This promotes a sound and productive environment. It also helps build a good reputation and generate greater revenues.
Supervisors need to take notice when employees show a careless attitude toward their duties and responsibilities. A single employee’s careless attitude can adversely affect the whole organization, directly or indirectly.
Employees must be careful in keeping the work environment sound devoted to them. They must strictly follow all the norms, policies, etc. Some members are habitual of coming late at work. Some take extended lunch breaks. Some keep their tables and cabins messy. Some attend personal phone calls during work hours. All these acts badly disturb the work environment. Some fail to submit the reports. Some fail to complete the assigned tasks. Repetition of all these acts leads to warnings. The extended number of warnings may lead to eviction.
A warning letter is issued when the report is not submitted on time. In this letter, the repeated number of late submissions is referenced. The oral warnings references are also mentioned. The validity period of the warning is mentioned. A notice of taking strict disciplinary action is also mentioned. This letter must be considered on a serious note.
Sample Letters
#1
We are issuing an official warning against your failure to submit the XYZ report which was due on (date). This delay has negatively affected our operations and caused inconvenience to the management.
As discussed before, this report is extremely important for our operations. You must, therefore, focus on concluding the report and submit it no later than tomorrow, before 3 PM. Failure to do so will hurt your annual performance report. Consequently, you might not be eligible for our yearly bonus.
Repeated failure to meet deadlines in the future will lead to strict disciplinary action. Please take this warning seriously and be punctual with your deadlines in the future.
#2
This letter serves as an official warning due to your failure to submit the XYZ report within the given deadline. This is the second time you have missed a deadline despite previous warnings, leading to a negative impact on our overall flow of work.
If the due report is not submitted by (date), we will be compelled to take disciplinary action. We, therefore, expect immediate compliance.
In case of any issues with the report or queries, please contact HR.
#3
This is to formally notify you that the XYZ report, which was due on (date), has not been submitted as per the agreed deadline. We are disappointed at your lack of efficiency and responsibility. We are, hereby, issuing an official warning regarding your non-compliance.
You are being given a new deadline. Please make sure the due report is submitted no later than (date). Failure to do so may result in disciplinary action.
We expect your immediate attention to the matter.
#4
This letter is being issued to you because the monthly report was delayed by five days. As you know, we have a strict policy of meeting deadlines. The report is crucial for the accounts department, and all other related departments depend on it.
You should have notified us of the delay at least one week before. Please note that in such situations, giving notice in advance and submitting the report as soon as possible is recommended. We will be waiting to receive the report this week to avoid disqualification.
File: MS Word (.docx) -97 KB
#5
This is a warning letter for missing the deadline three days ago. Following deadlines is critical for the department. Once the report is submitted, other departments must update it and add their work. Not submitting the report means a delay for every department.
The report is reviewed before it is handed over to the senior management. Review and quality assurance is a lengthy process that can take days. Amendments can also be needed in the report. Following professional ethics, I believe the delay in report submission should have been brought to my attention. Please make sure to avoid such situations in the future and report any reasons for the delay to ensure any uncertain factors can be catered to moving forward.
File: MS Word (.docx) -97 KB
You may also need to explain the causes of the delay in submitting a report or a project to your boss. Use the following email as a sample.
Email to Boss Explaining Causes of Delay in Project
It is not uncommon to be required to write an explanation or apology letter to your boss when you are spending many hours of your day at the workplace. It is equally logical sometimes to be late submitting a project, but you must give your boss a solid and valid reason.
Writing an explanation letter is a better way to apologize and elucidate the reasons indulged in it. For writing an explanation letter, some clauses should be kept in mind strictly to avoid any blunder:
- You should not be overemotional while making your apology through an explanation email. You should, for sure, keep your content unpretentious and shortest.
- Lay out an unambiguous explanation of the situation. Start with a general account of the violation followed by the facts about the time and place.
- Confess the reimbursements that stemmed and any suggestions or significances for the company.
- Prove yourself as a professional by admitting that submitting an important project late impacts the company’s reputation.
- End your email on a node that mollifies the pain caused by this action and states that you are ready to compensate the company however it decides.
Sample Email
This email is to explain the reason for the late submission of the project I was assigned last week. I was enthusiastic about this project as I knew its utmost importance. But suddenly, I got the news of my grandfather’s impulsive death, which left me in a state of shock, and I instantly had to rush there to attend his funeral ceremony. I understand the difficult situation I put you in due to the poor management of my personal and professional life.
It was my fault, and I am ready to compensate if there is a way for that. I promise it will never happen again, no matter how difficult my situation is. I will always keep a way out to prove myself to be professional and responsible. I am extremely sorry for the inconvenience caused by this act of mine. It was never intentional.
File: MS Word (.docx) -97 KB
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