Warning Letter for Smoking in the Office

Warning Letter for Smoking in the Office

Letters Kate

A warning letter for smoking in the office is a letter prepared by the employer and issued to the employee. In this letter, the employer addresses the issue of employee smoking in the office and warns him against it in the future to avoid any serious actions that might be taken by the company, as smoking in the office may disturb and affect people in the surroundings.

Usually, organizations do not allow smoking in the office to create a pleasant environment and avoid passive smoking. These rules are often stated in the employee handbooks as well.

However, if an employee does not comply with the rule, he will be issued a warning letter, which can later lead to drastic action if the employee repeatedly smokes in the office. Sometimes, there are assigned smoking areas in the office building, and employees are requested to smoke only in such areas. Otherwise, they will be answerable for their smoking in any other area.

The information in a warning letter may vary depending on the smoking frequency in the office, the strictness of the company policy and the number of complaints. Generally, the following details are included in the warning letter for smoking in the office:

  • Date.
  • Details of the employer.
  • Details of the employee.
  • The issue and incidence of smoking in the office.
  • Effects on other employees, companies, and customers.
  • Reference to the company policy.
  • Mention any smoking area, if any.
  • Warning.
  • Mention the dire consequences in case of repetition.
  • Seek improvement and show hope.
  • Salutations.

This letter is kept as a record in the employee file, which can be referred to in case the employee repeats the act. It could then be used as evidence that the company warned the employee beforehand, which would smoothen the legal processes (if any are involved) for the company, especially if the company decides to terminate the employee or cancel his contract.

Sample Letter

Date

Name
Address

Dear Mr. Steven,

This letter is intended to warn you against your unprofessional smoking behaviour in the office area.

In our office building, there is a separate smoking area on the ground floor, which all our employees are completely aware of. The employee handbook clearly states that no employee is allowed to smoke outside that area while in the office building. Still, you breached that rule and smoked in your office seat on 14th November 20XX.

Your colleagues who were sitting near you were disturbed by the smoke and have complained against you. One had a throat Allergy, so she had to leave the office for a while. This is not acceptable in our company.

We hope that such behaviour will not be repeated. Otherwise, this warning might turn into your termination.

We seek improvement. For any information, contact [Contact].

Regards,

Martha William.


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