Email of Noncompliance with Company Policy

Email of Noncompliance with Company Policy

Letters Kate

Every workplace has rules and regulations that people need to follow so that no disturbance occurs. If these are ignored, some hazards and issues may occur. Therefore, if someone does not follow the rules, they should be informed through a noncompliance email regarding company policy.

What is an email of noncompliance with company policy?

An email of noncompliance with company policy is an email that the administration or manager of a company will send to the individual who has not followed certain rules or regulations of the company. The email will state what rules were not followed and what consequences will be faced due to this.

Importance of writing the email

An email of noncompliance with company policy is a tool used to inform and warn an individual about rules that were not followed, while also outlining how the issue can be resolved and corrected. The letter will allow the administration of the company to professionally inform the person of how they did not comply with company policy. The company can state what rules they did not observe and how this affected the company.

The individuals concerned will know that their behavior has been noticed and that they will need to change it. Email allows it to be easy for a company to deliver important information like this whenever they need to. Instead of sending a hard copy, which takes more time, sending an email will be more cost-effective.

When to write

The letter is written when it has been noticed that a person has not complied with company policy. The email should be sent immediately when this occurs, allowing the individual concerned to correct their behavior and prevent any further disturbances.

Benefits of writing an email or noncompliance

The email has some advantages that are given below:

It allows a company to let concerned individuals know they have not complied with company policy

Sending an email does not take much time. It is an effective way to let a company communicate with concerned individuals.  An email is delivered immediately to notify the person that they have not complied with company policy. This information must be communicated promptly so that the individual can change their behavior. The email can help do this professionally and timely providing all the details of the non-compliance.

Proof that a warning was given

If the concerned individual claims that they were not informed of the noncompliance, the email can be consulted. The company can use it as proof that they informed the person that they have not complied with company policy. If the person continues the behavior while claiming it was unintentional, the email will serve as proof that they had been informed.

It lets the concerned individual know about the non-compliance

Sometimes an employee may unintentionally fail to comply with company policy simply because they were unaware of its existence. With the help of email, they will be informed of the policy that they did not follow and what steps they have to take next. They can then behave according to company procedures.

Sample emails

#1

This is to formally notify you that you violated the company’s dress code during an important client meeting held on March 7. You attended the meeting in casual clothing, which is not permitted under our Corporate Attire Policy.

As discussed in your orientation, business formal attire is required at work from Monday to Thursday with no exceptions. You are reminded that casual wear is permitted only on Fridays. Non-compliance with the dress code disrupts our professional image, particularly during client meetings.

This email serves as a first written warning for the above-mentioned reason. We expect full adherence to the dress code, effective immediately. Future violations will result in appropriate disciplinary action.
Please contact HR if you require further clarification.

#2

It has come to our attention that you shared the company’s internal financial report with a third-party vendor using your personal email account. This action is in direct violation of the organization’s Data Protection Policy, which strictly prohibits transferring confidential company files through non-secure channels.

This breach exposes the company to potential data risks. As a result of your non-compliance with company policy, you are required to written explanation by (date). Please be reminded that future non-compliance may result in termination.

Consider this letter your first and final warning since breach of Data Protection Policies cannot be tolerated.

#3

We are writing to address a serious concern regarding the non-compliance of our safety policy. It has come to our attention that your team has been working in the manufacturing unit without wearing the necessary PPE. This is a direct violation of our Workplace Health and Safety Policy.

Effective immediately, ensure all workers in the production zone wear PPE at all times. In addition, your team must attend a Safety Compliance Briefing scheduled for (date).

Please be advised that repeated violations may result in your suspension as the Manufacturing Supervisor.

Thank you for your attention to the matter.

#4

Email subject line: Noncompliance with company policy

Dear (Name of the concerned individual),

I am writing this email to inform you that your noncompliance with company policy (state which policy they did not follow) has been observed on (tell when the person did not comply with company policy). Our company places importance on all of its policies and wants employees and clients to observe these so that the functioning of the company can occur effectively.

Your violation of this policy has led to (state the effects of the behavior). We understand that unexpected noncompliance can occur occasionally and will not take further action. However, if the same behavior continues, action will need to be taken. We expect our employees and clients to behave professionally and in the best interest.

We expect you to correct your behavior, or we will need to take further disciplinary action.

We are available to discuss any complications. Please contact us at (give phone number).

Sincerely,

(Your Name)

(Your email signature)

Email of Noncompliance with Company Policy

Email Sample File 64 Kb

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