Help to prepare a warning letter for signing the attendance register without reporting for the shift

Pls help to prepare a warning letter for signing the attendance register without reporting for the shift

You can write to the employee X as follows:
Mr X,
Employee No.
-------- (Designation)
--------- Dept.

Through Supervisor.

It is seen from records that on ../../.. your presence is marked in the attendance register but you did not report for work any time during the shift time.
You are hereby warned not to repeat such acts in the future failing which severe action as per rules would be taken against you.
The receipt of this communication shall be acknowledged on the copy of this memo kept along.


(Officer concerned)
This communication shall be issued in the local language.

Dear Sandhya,

You have asked for the draft and a learned member sent the draft also. However, the question arises is if the employee did not report for work, then who signed the attendance register on his behalf? Does this person not merit the issue of the warning letter? Signing as a proxy should also be considered misconduct.

By the way, who discovered the absence of the employee at the workplace, how it was discovered and who reported the absence to the authorities concerned? If the report did not come through formal communication, then the Supervisor or Manager on duty also needs to be asked for an explanation for their failure to highlight the proxy signature.

I recommend you look at the incident from all angles instead of just attributing the default to a person.

Thanks,

Dinesh Divekar