How to Query an Employee-In a work place, a query is issued to a staff if the staff is found guilty of professional misconduct. The Management will issue such staff a query, requesting explanations to the reason behind the staff’s action.
In this article I will explain How to Query an Employee. When writing a query to your staff, the person’s offense should be stated clearly. The punishments attached to such behavior should also be revealed to the staff as stated in the company’s hand book.
The query should contain a time frame within which the staff is expected to reply. Usually, if the staff failed to reply within the given time frame, the Management will have no choice than to take action.
Below are well composed query examples that can serve as a guide on how to query an employee.
How to Query an Employee
To: Staff name (Designation)
From: Human Resources Manager
CC: MD, GM, TM, ADMIN MGR.
Date: November 8, 2021.
Subject: Query for misconduct
On the 18th of August, 2021, you exhibited unprofessional and unacceptable character in the organization. This query is issued based on:
Intentionally refused to obey the orders of the Human Resources Manager, as well as the organization.
Disruption of peace, quietness, and obstruction of work during working hours.
The peaceful working environment was disrupted by shouting at the top of your voice, attracting the attention of others, and disrupting workflow.
Lying and manipulation against your colleague and use of force and aggression in the Human Resources Manager’s office.
You aggressively shouted at your fellow colleague in my office, which is totally unacceptable and against the policy of the organization.
Lack of decorum, comportment, and mannerism at work.
The manner at which you talked to your fellow colleague is disrespectful. The organization will not tolerate such inappropriate attitude, you should have a sense of decorum, and conduct yourself in an appropriate manner.
Refusal to abide by the rules and ethics guiding the organization.
Your refusal to oblige the organization’s rules and ethics is unacceptable as every employee is required to follow standard office procedure.
Use of malicious words and exaggeration of events that never occurred.
Using malicious words against and discrediting the Admin/HR Department will not be condoned especially as there is no evidence to the use of such statement.
Refusal to retract malicious statement issued against MRS. EFGF (Your colleague).
MRS. EFGH reported you in my office, so that you can explain why you made a false allegation against her, but you were not able to issue supporting argument to back up your allegations. The Human Resources Manager asked you to retract your statement, which you blatantly refused. It is disrespect to her person, office, and the organization.
Bullying your subordinates.
Your subordinates should be treated with fairness. You should display equity in your dealings as the Head of the Unit.
You disrespected your Human Resources Manager, her office, and the organization by shouting at your fellow colleague in her presence, in the office during official hours.
Kindly note that this serves as deterrent and final warning against future re-occurrence, as the Management will not tolerate unethical behavior in the workplace. This is your second query.
Your report and narrative on the on the case of National union of road transport workers (NURTW) where you allegedly claimed Mr, IGK used company vehicle for personal gain should be submitted before the close of business by August 20, 2021.
You are given 24 hours to respond to this query. Explain why disciplinary action should not be taken against you.
Human Resources Manager
Subject: Query – Regular absent from work
Please be informed that we have received a report from your boss Mr. ABC (Operation Controller) on your absence from work on the 22nd – 24th July, 2021 claiming you were sick. He stated that you called him without proper information prior to the day of your sickness.
Kindly be reminded that your boss needs you to move around his daily duties and should be pre-informed in the case of any activity or issue that arises.
Please provide a copy of your medical report and submit it to the Human Resources Officer.
You are expected to respond to the above subject matter within 24 hours. Give reasons why disciplinary action should not be taken against you for such attitude exhibited.
Human Resources Manager
Subject: Query – Late resumption of duty
Today, August 5, 2021 you got to the office at exactly 8:41am, I know because I heard your voice and knew exactly when you entered the office.
You did not have the courtesy or deem it fit to come to me with an explanation as to why you were not in the office at the stipulated time. You carried on with your day as if nothing happened.
The grace period after 8:00am resumption is 30minutes, that is 8:30am, afterwards, any employee who comes after the time discussed in the above is considered late and is penalized. This is a gross act of insubordination and disrespect to me, as your Human Resources Manager, my office and to the organization.
I told your colleague (Admin Asst.) to inform me of the time you arrive at the office, but he neglected my instruction because he is probably covering up for you.
I need a response to this query before the close of business today 5:00pm, why disciplinary action should not be taken against you both. I need a copy in my mailbox and a physical copy on my table before 5:00pm today.
This serves as my final warning to the both of you as I will not tolerate this gross indiscipline moving forward or any form of misbehavior/irresponsibility in this Department.
Subject: Query – Absent from work without permission
It has come to the notice of the Management that you did not resume work on Monday and Tuesday 15th and 16th June, 2021.
You sent a message via text Monday night 22:17. I asked you to put it in writing and attach the necessary medical documentations on Thursday, 17th June, 2021 but you did not.
You have 24 hours to respond to this query and why disciplinary action should not be taken against you.
Be warned, subsequent action(s) will attract severe punishment.
Human Resources Manager
Subject: Query (Lateness)
It has come to the notice of the Management that you were late to work on Friday 3rd September, 2021 without proper information for your lateness. You did not deem it fit to call the Admin Manager to inform him of your lateness.
Based on this line of action, you have 24 hours to respond to this query and give me a justifiable reason why disciplinary action should not be taken against you.
Kindly note that this serves as deterrent and final warning against future re-occurrence, as the Management will not tolerate unethical behavior in the workplace. In the advent of future occurrence, permission should be taken through the proper channel.
Subject: Warning, Query and Deduction (Absent from work)
It has come to the notice of the Management that Mr. A and Mr. B were absent from work (Katampe Extension) on Saturday, 9th October, 2021. At 12:58pm when the Chief security officer (CSO) was on weekend patrol, he did not see both of you on your duty posts. You acted on your own accord and free will and did not come to work.
The same applies to Mr. C (Security, Head Office). You left the premises while you where actively on duty on Saturday, without talking permission from the CSO and following due process.
Based on this line of action, one day deduction will each be removed from your October salary.
You also have 24 hours to respond to this query and give me justifiable reason why further disciplinary action should not be taken against you for this tardiness.
Kindly note that this serves as deterrent and final warning against future re-occurrence, as the Management will not tolerate unethical behavior in the workplace.
In the advent of future occurrence, permission should be taken through the appropriate channel.
Human Resources Manager
Subject: Warning and query on nonchalant attitude
On Monday, 11th October, 2021 at about 11:10am, the Assistant Chief Accountant was indisposed to attend the Management meeting, in his absence, he assigned Mr. F who was also unavoidably absent.
The next person assigned to represent the ACA at the Management meeting was you. In a bid to fast-track the representative getting to the meeting in good time as there was already a delay, I relayed this information to you, and you replied that you were on a phone call. I asked if it was an official phone call, you rudely replied it was not.
All efforts to communicate and relay this information to you proved abortive, as you dismissed all I had to say, even while on the telephone, which I told you vehemently to quit and attend the meeting, but you refused. This nonchalant attitude, caused a delay in the commencement of the meeting. You acted on your own accord and free will.
Firstly, you failed to adhere to the procedures and policies stated in the general guidelines provided in our company handbook. Under no circumstances according to our employee handbook, should an employee have a private phone conversation during official hours, as it is totally unrelated to your work and your employment in this organization.
Be reminded that your employment letter states the following:
Official working hours shall be eight (8) hours per day, commencing from 8:00am in the morning to 5:00pm (WAT) with one-hour break (between 1:00pm-2:00pm).
There is no indication in this contract letter that you should use company hours for personal (telephone) business such as the WhatsApp call you were engaged in with the office internet.
The company’s property (e.g., telephones, copy machines, computers and computer applications such as email and internet access) should not be used to engage in conduct that violates this policy.
Secondly, under the policy against workplace harassment, it clearly states the following:
- Employees are expected to conduct themselves in a professional manner and to show respect to co-workers.
- The company expects each employee to display good judgement, diplomacy and courtesy in their professional relationships with other staff members, vendors, clients and the general public”.
Your behavior and attitude were uncourteous, rude, and highly disrespectful to me as an individual/employee and, to the position of the Human Resources Manager- who is a representative of this organization and its staff.
In lieu of the above, you have before the close of business 14th October, 2021 to respond to this query. You should clearly state why disciplinary action should not be taken against you.
Read our employee handbooks thoroughly before giving any responses to the aforementioned subject matter.
Kindly note that this serves as deterrent and final warning against future re-occurrence, as the Management will not tolerate unethical behavior in the workplace towards its employees.
Human Resources Manager
Subject: Query- Misconduct During Office Hours
It has come to the attention of the Management that despite several memos and warnings (verbal and written) issued on the prohibition of the use of internet for personal use and live view of betting sites during working hours, you vehemently flout the rules and policies guiding our company.
On 26th August, 2021 you were caught by your Head of Department on betting sites while using office computer during official working hours. You have been warned severally but failed to desist from this unprofessional/inappropriate misconduct.
You have 24 hours to respond to this query and give me justifiable reason why further disciplinary action should not be taken against you for this misconduct.
Kindly note that this serves as deterrent and final warning against future re-occurrence, as the Management will not tolerate unethical behavior in the workplace. Refusal to comply after this warning will attract suspension of salary till further notice.
Human Resources Manager