These warning letters are designed to address the issue of cigarette smell in the workplace, emphasizing the importance of maintaining a smoke-free environment. The tone varies from a general warning to a specific incident acknowledgement, with the final letter serving as a stern final warning. Each letter reinforces the company’s smoking policy, requests immediate attention to the matter, and warns of potential disciplinary actions for non-compliance. The goal is to communicate the seriousness of the issue while encouraging the employee to adhere to company policies for the well-being of all team members.
General Warning Letter Sample
[Your Company Name]
[Your Company Address]
[Date]
[Employee’s Name]
[Employee’s Position]
[Department]
Dear [Employee’s Name],
Subject: Warning Regarding Cigarette Smell in the Workplace
It has come to our attention that there have been complaints from your colleagues regarding the smell of cigarette smoke on your person while you are in the workplace. As a responsible employer, we take the health and well-being of our employees seriously and strive to maintain a healthy and comfortable working environment.
Smoking is prohibited within the premises of our company, and we expect all employees to adhere to this policy. The smell of cigarette smoke can be bothersome to others and can have adverse effects on the overall workplace environment.
This letter serves as a formal warning. We kindly request your immediate attention to this matter and urge you to refrain from smoking or carrying the smell of cigarette smoke into the workplace. Failure to comply with this policy may result in further disciplinary action, including but not limited to additional written warnings or more severe measures.
We appreciate your cooperation in maintaining a healthy and pleasant workplace for all employees.
Sincerely,
[Your Name]
[Your Position]
[Contact Information]
Warning Letter: Reminder of Company Policy
[Your Company Name]
[Your Company Address] [Date]
[Employee’s Name]
[Employee’s Position]
[Department]
Dear [Employee’s Name],
Subject: Reminder of Company Smoking Policy
I hope this letter finds you well. We are writing to remind you of our company’s strict policy regarding smoking on the premises. It has been observed that the smell of cigarette smoke has been noticeable around your workspace.
As you are aware, smoking is not permitted inside the building, and we expect all employees to adhere to this policy for the benefit of everyone in the workplace. We understand that habits can be difficult to break, but it is crucial for the well-being of all employees that the workplace remains free from the smell of cigarette smoke.
This letter serves as a formal reminder of our company’s smoking policy. We request your immediate attention to this matter and ask for your cooperation in maintaining a smoke-free environment. Continued violation of this policy may result in further disciplinary actions.
Thank you for your understanding and cooperation.
Sincerely,
[Your Name]
[Your Position]
[Contact Information]
Warning Letter: Importance of Maintaining a Smoke-Free Environment
[Your Company Name]
[Your Company Address]
[Date]
[Employee’s Name]
[Employee’s Position]
[Department]
Dear [Employee’s Name],
Subject: Importance of Maintaining a Smoke-Free Workplace
We trust this letter finds you well. It has been brought to our attention that there have been complaints from your colleagues regarding the persistent smell of cigarette smoke in the workplace. We understand that breaking habits can be challenging, but it is imperative for the well-being of all employees that our workplace remains free from such odors.
As a company, we are committed to providing a healthy and comfortable environment for all employees. Smoking is strictly prohibited within our premises, and we rely on the cooperation of each team member to uphold this policy.
This letter serves as a formal warning, emphasizing the importance of maintaining a smoke-free workplace. We kindly request your immediate attention to this matter and ask for your cooperation in ensuring the well-being of your colleagues.
Failure to address this concern may result in further disciplinary actions. We appreciate your understanding and prompt action on this matter.
Sincerely,
[Your Name]
[Your Position]
[Contact Information]
Warning Letter: Health and Well-being Reminder
[Your Company Name]
[Your Company Address]
[Date]
[Employee’s Name]
[Employee’s Position]
[Department]
Dear [Employee’s Name],
Subject: Reminder of Company Health and Well-being Policies
I hope this letter finds you in good health. We are writing to address a concern that has been brought to our attention regarding the smell of cigarette smoke in the workplace, specifically associated with your presence.
As a company, we prioritize the health and well-being of our employees. Smoking is not permitted within our premises to maintain a clean and healthy working environment. We understand that habits are not easily changed, but we must insist on adherence to our policies for the benefit of all.
This letter serves as a formal reminder of our commitment to the health and well-being of our employees. We request your immediate attention to this matter and ask for your cooperation in maintaining a smoke-free workplace.
Your understanding and compliance are appreciated. Continued violation of our policies may result in further disciplinary measures.
Sincerely,
[Your Name]
[Your Position]
[Contact Information]
Warning Letter: Specific Incident Acknowledgment
[Your Company Name]
[Your Company Address]
[Date]
[Employee’s Name]
[Employee’s Position]
[Department]
Dear [Employee’s Name],
Subject: Acknowledgment of Smoking Incident
I trust this letter finds you well. It has come to our attention that there was a specific incident involving the smell of cigarette smoke near your workspace. We take this matter seriously and believe it is crucial to address it promptly.
Smoking within the company premises is strictly prohibited, and we rely on the cooperation of all employees to adhere to this policy. The persistence of cigarette smoke can negatively impact the working environment and the health of your colleagues.
This letter serves as a formal acknowledgement of the incident and a warning regarding the violation of our smoking policy. We request your immediate attention to this matter and ask for your cooperation in ensuring a smoke-free workplace.
Failure to address this concern may result in further disciplinary actions. Your understanding and prompt action on this matter are appreciated.
Sincerely,
[Your Name]
[Your Position]
[Contact Information]
Warning Letter: Final Warning Letter
[Your Company Name]
[Your Company Address]
[Date]
[Employee’s Name]
[Employee’s Position]
[Department]
Dear [Employee’s Name],
Subject: Final Warning Regarding Smoking Policy Violation
I hope this letter reaches you in good health. It is with regret that we find ourselves writing to you again regarding the violation of our company’s smoking policy. Despite previous communications and warnings, the issue of the smell of cigarette smoke in the workplace persists.
As you are aware, smoking within company premises is strictly prohibited, and we expect all employees to adhere to this policy. The continuous violation of this policy negatively affects the working environment and the health of your colleagues.
This letter serves as a final warning. We insist on your immediate attention to this matter and demand strict adherence to our smoking policy. Failure to comply may result in more severe disciplinary actions, including but not limited to suspension or termination of employment.
We value your contributions to the company and sincerely hope that this matter is resolved promptly.
Sincerely,
[Your Name]
[Your Position]
[Contact Information]