Are we required to maintain at least 2-3 Memos in the personnel files of employees to make it easy for HR to take the extreme step whenever required?

Hello friends,

Are we required to maintain at least 2-3 Memos in the personnel files of employees to make it easy for HR to take the extreme step whenever required?

I feel serving memo on a regular basis will affect the working environment, making employees lack of job security and may keep them on a look out for other jobs.

How to deal with this sensitive matter?

With regards

Prachi Bhardwaj
Sr. Manager HR

Hi,

Memo/warning letters are issued when there is a violation of rules and regulations of the Company which amounts to misconduct. Based on the severity of the issue either oral warning or written warning may be issued. So warning letters are based on the need and not compulsory to keep 2-3 warning in the personal file of the employee.

Having previously issued warning in place will not make the process for termination easy. Previous warning may be a supporting one but still proper disciplinary process to be followed including domestic enquiry and termination cannot be issued directly based on previous warning.

Yes memo/warning letters are like bitter medicine to swallow but HR who is issuing the letter should counsel the employee before issuing the warning and explain that such letters are issued to make the employee understand the severity of the misconduct.

If no punishment fear will not be there among employees and issue of such letters are inevitable when situation demands.