Employee Query Letter - Meaning, Tips, Format,
and Examples.
There might be situations in your company when you come to know that a particular
employee or a team is not functioning well. Therefore, in order to know the exact
reason, you need to write an Employee Query letter to the concerned employee or
team.
However, before issuing an employee query letter make sure that you offer several
progressive warnings. If the employee fails to abide by those prior warnings, a written
query letter is the last option if you don’t want to fire the employee.
Organizing your thoughts and framing such letters with appropriate words seems a bit
difficult. Therefore, in order to help you with this kind of letter, UBS HR Toolkit is the
best solution offering you a ready-to-use and customized employee query letter
sample.
In this blog, we will discuss everything from what is an employee query letter to how to
write an employee query letter, sample and examples. Read further to know more.
So, what is a query letter to an employee?
What is Employee Query Letter?
An employee query letter is a letter sent to an employee or a team that is failing to
function the way it was expected to. It is written to know the reason for a lack of
performance.
A query letter to the employee is the best form of communication if all the prior
warnings are futile. There may be reasons why an employee is not able to follow the
verbal warnings:
- The employee or the team might have misunderstood the implications of the
verbal warnings
- The misunderstandings might occur because of the choice of words and tone of
the warning.
If this is the case, you might know how to write a query letter to the employee/team.
Here we go with the same.
How to Write a Query Letter to Employee?
If you are writing a query letter to the employee:
- Introduce yourself as the manager of that particular department to enquire about the
issue that occurred to that employee.
- Always mention the employee's name along with the department name.
- Mention in detail the kind of misconduct shown by the employee
- Also explain how the wrongful behavior is/can affect the organization’s work or
environment.
- In the letter, clearly specify how the behavior is to be dealt with.
- Inform the team lead to take the necessary disciplinary action against the misconduct
of that employee.
How to Write Employee Query Letter to a Team?
If you are writing the query letter to a particular team:
- You can introduce yourself as the Human Resource Executive in order to inquire about
the issue that has occurred under the leadership of that particular team lead.
- Mention the team leader’s name in the letter.
- Inform the condition of the members of that team functioning under the particular
team.
- Detail the mistakes made by the members of the team
- Advice the team members to show sincerity towards the work and strictly follow all
the rules and regulations
- Ask the employees to clear the doubts(if any) through phone or email.
Download the easy-to-use customized query letter templates and other HR letter
templates from the best HRMS Software India.
Employee Query Letter Sample
[Name of the sender]
[HR of the respective company]
To,
[Name of addressee]
Subject: Letter of Query to Team
Respected sir/madam,
I [mention your name], the HR manager for this company, wanted to know about the
problem with [mention team lead name]. The manager informed me that your
teamwork is not in the proper place, and many team members are not working
sincerely.
[Mention the issues you are facing with the team]. This letter is addressed to the team
leader and contains instructions on how to properly maintain and motivate your team.
This is a violation of the company's rules and regulations.
[Advice the manager to adhere to the rules].
I hope that from now on, all team members will work properly and follow all of the
company's rules and regulations. And I'm hoping that none of the employees will
complain after this.
If you have any further questions, please contact me at [mention phone number] or
via email at [mention email address].
Sincerely,
[Sender Name]
Employee Query Letter Example
Akshesh Mishra
HR of XYZ Solutions Pvt. Ltd.
To,
Mrigank Patel
Subject: Letter of Query to Team
Respected sir/madam,
I Akshesh Mishra, the HR manager for this company, wanted to know about the
problem with you and your team. The manager informed me that your teamwork is
not in the proper place, and many team members are not working sincerely.
Many members arrive late at the office. And your team has frequently failed to submit
their work by the deadline. This letter is addressed to the team leader and contains
instructions on how to properly maintain and motivate your team. This is a violation of
the company's rules and regulations.
Coming to the office at the specified time is a basic requirement for every employee
that should be met by every member of this company.
I hope that from now on, all team members will work properly and follow all of the
company's rules and regulations. And I'm hoping that none of the employees will
complain after this.
If you have any further questions, please contact me at +91-9182736450 or via email
at [email protected].
Sincerely,
Akshesh Patel
How to Draft an Employee Query Letter? Download the
Employee Query Letter Template Now!!
UBS is India’s leading HRMS Software to help the startups, HRs, and operation managers
of the company. We are here to help you and your company by providing this Employee
Query Letter HR template, which will assist you in creating a perfect one! This will save
you or your HR department time, money, and effort while also assisting you in reaching
new heights of success in your work and business!
This Employee Query Letter contains techniques for capturing your reader's attention. It
is written by HR professionals, is intelligently structured, and is simple to use. Pay close
attention to the most popular HR templates that meet your requirements.
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Format 1
[Name of the sender]
[Designation of the sender]
[Name of the department]
[Name of the company]
[Mention street address of company]
[Mention state, city, and zip code]
[Mention company’s mail address]
[Date]
To,
[Name of the recipient]
[Designation of the recipient]
[Name of the department]
[Name of the company]
Subject: Query Letter to Employee
Dear [Name of the recipient]
I (mention your name) am writing this letter as the Manager of the department of
(mention the details) of the company (mention the name and details of the company)
to get the information about the issue regarding the employee (mention the name of
the person) of our department on the day of ().
I received the news about the problem regarding the employee’s misconduct
mentioned earlier.
As per the rules and regulations of our company, all employees should be careful in
following the company’s rules. Any kind of misbehavior should be handled with strict
supervision.
Therefore, through this letter, I want to know in detail about the entire incident of the
day mentioned earlier and instruct you, as the team leader of the department of
[department name], to take the necessary steps regarding this.
Hope you will give us the proper information and continue to do the work you have to
do in order to maintain the discipline of our company.
With regards,
[Name of the sender]
[Signature of the sender]
Format 2 - Query Letter for Misbehavior with Staff
[Date]
[Your Name]
[Designation],
[Company name]
[Employee’s Name],
[Designation],
[Company Name].
Subject: Query Letter to Employee
Dear [Employee’s Name],
This letter is issued to you as [mention the reason, for example, it has been
reported against you that you have misbehaved with the lower staff members].
[Mention additional issues if any, for example, You have also been negligent
towards the specific duties assigned to you. This action of yours has shown
carelessness and irresponsibility].
The Management wants you to put in writing, the reasons for your misconduct
with your explanation. If you will be unable to explain, then further strict actions
would be taken, which may influence your job.
In case of any queries, e-mail at the address given below.
Sincerely,
Management.
Email:___________
Signatory:_____________
Format 3 - Email Template for Query Letter to Employee
To: recipient’s email address
From: sender’s email address
Subject - Query regarding ___
Hello ____,
I am writing this letter to ask you a query regarding __ .
Please share the concerned details regarding the same. Please mention the ___ and the
__.
Thank you for your time.
Regards,
